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HomeMy WebLinkAbout05/13/2013 Regular Meeting CITY OF COLUMBIA HEIGHTS Mayon Gmy L.Peterson 590 40th Avenue NE,Columbia Heights,MN 55421-3878 (763)706-3600 TDD(763)706-3692 Councilineunbers Visit our website at:www.ci.columbia-heights.nin.us Robert A. Williams Brucc Nawrocki Tammcra Diehm Donna Schmitt GO Manager Waller R.Fehst The following is the agenda for the regular meeting of the City Council to be held at 7:00 PM on Monday, May 13, 2013 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia eights, MN. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for disabled persons are available upon request when the request is made at least 96 hours in advance. Please call the City Clerk at 763-706-3611, to make arrangements. (TDD/706-3692 for deaf or hearing impaired only) 1. CALL TO ORDER/ROLL CALL/INVOCATION Invocation by Rev. David Briley of Oak Baptist Church 2. PLEDGE OF ALLEGIANCE 3. ADDITIONS/DELETIONS TO MEETING AGENDA (The Council, upon majority vote of its members, may make additions and deletions to the agenda. These may be items brought to the attention of the Council under the Citizen Forum or items submitted after the agenda preparation deadline.) 4. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS A. Proclamation National Public Works Week May 19 - May 24, 2013 B. Announcements Heights Idol - Round 1 is Thursday, May 16th t 7:00 PM at Murzyn Hall. Please come and cheer on the youth and adult contestants! Reminder- This event is FREE!! C. Introduction of new Paid-on-Call Firefialiters 5. CONSENT AGENDA (These items are considered to be routine by the City Council and will be enacted as part of the Consent Agenda by one motion. Items removed from consent agenda approval will be taken up as the next order of business.) A. Approve City Council Meeting Minutes for April 22, 2013 regular City Council Meeting P97 MOTION: Move to approve the mnutes of the April 22, 2013 regular City Council meeting as presented. B. Approve Board of Appeals and Equalization Minutes of the April 22 2013 meeting Pg15 MOTION: Move to approve the Board of Appeals and Equalization Minutes of the April 22, 2013 meeting. C. Accept Boards and Commissions Meeting Minutes 3 City Council Agenda Monday,May 13,2013 Page 2 of 3 C. Accept Boards and Commissions Meeting Minutes Pg17 MOTION: Accept the minutes of the February 27, 2013 Park and Recreation Meeting. MOTION: Accept the minutes of the April 3, 2013 Library Board Meeting. Pg21 MOTION: Accept the minutes of the May 7, 2013 Planning& Zoning Meeting. Pg2 4 MOTION: Accept the minutes of the April 1, 2013 EDA Meeting. Pg3 0 MOTION: Accept the minutes of the January 22,2013 HRA Meeting. Pg3 9 MOTION: Accept the minutes of the March 4, 2013 HRA Meeting. Pg4 7 D. Approve Resolution No. 2013-32 moving City Council Meeting of f May 27, 2013 to May 28 Pg5 6 2013. MOTION: Move to approve Resolution No. 2013-32 moving City Council Meeting of May 27, 2013 to May 28, 2013. E. Adopt Resolution 2013-33, being a resolution to reclassify a project budget from General Pg5 8 Government Buildings Fund 411 to Central Garage Fund 701. MOTION: Move to waive the reading of Resolution 2013-33 there being ample copies available to the public. MOTION: Move to adopt Resolution 2013-33, being a resolution to reclassify a project budget from General Government Buildings Fund 411 to Central Garage Fund 701. F. Approve Pennits for the 2013 Jamboree Pg6 0 MOTION: Move to authorize staff to close Huset Parkway for the time period from Tuesday afternoon, June 25 through Sunday, June 30, 2013. MOTION: Move to authorize the Police Department to issue a parade permit for the Jamboree Parade to be held on Friday, June 28, 2013 beginning at 6:00 PM for the following streets: Central Avenue from 45th Avenue to 40th Avenue, west on 40th Avenue to 5th Street and 5th Street to Mill Street. MOTION: Move to authorize fireworks at dusk on Saturday, June 29, 2013 and to waive the Fire Department fireworks display permit fee. G. Conditional Use Permit for a School at First Lutheran Church-Resolution 2013-30 Pg6l MOTION: Move to waive the reading of Resolution 2013-30 there being ample copies available to the public. MOTION: Move to adopt Resolution 2013-30 approving a Conditional Use Permit for First Lutheran Church to allow a Charter School at 1555 40th Avenue, subject to two conditions listed. H. Capital Equipment Replacement of Unit#110: 1992 Combination Sewer Cleaning Machine P972 from the State of Minnesota Purchasing Contract MOTION: Move to purchase from the State of Minnesota Purchasing Contract the Capital Equipment Replacement for Unit 4110: One (1) new 2014 International single-axle 46,000 GVW truck chassis from Astleford International of Minneapolis in the amount of$82,921 and purchase the Vactor 2100 Plus Positive Displacement combination sewer cleaning machine from MacQueen Equipment in the amount of$224,009 plus trade-in for a total price of$306,930 plus sales tax. 4 City Council Agenda Monday,May 13,2013 Page 3 of 3 pg 7 6 I. Approve Business License Applications MOTION: Move to approve the items as listed on the business license agenda for May 13, 2013 as presented. J. Payment of Bills Pg7 8 MOTION: Move that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has received the list of claims paid covering check number 147654 through 147864 in the amount of$737,677.04. MOTION: Move to approve the Consent Agenda items. 6. PUBLIC HEARINGS A. Approve Mobile Food Wagon License - 4205 Central Avenue Pg8 7 MOTION: Move to approve a food license application to Antonio Vidal for operation of a mobile food wagon at 4205 Central Avenue with eight conditions listed in the staff report dated May 13, 2013. 7. ITEMS FOR CONSIDERATION A. Discussion on Library Task Force Recommendations B. Bid Considerations C. New Business and Reports 8. ADMINISTRATIVE REPORTS Report of the City Manager Report of the City Attorney 9. CITIZENS FORUM At this time, citizens have an opportunity to discuss with the Council items not on the regular agenda. Citizens are requested to limit their comments to five minutes. Anyone who would like to speak shall state his/her name and address for the record. 10. ADJOURNMENT Walter R. Fehst, City Manager WF/tal 5 PUBLIC WORKS • REFUSE/RECYCLING • CENTRAL GARAGE • SEWER/WATER • ENGINEERING • STREETS • PARKS NATIONAL PUBLIC WORKS WEEK Proclamation WHEREAS, Public Works services provided in our community are an integral part of our citizen's everyday lives; and WHEREAS, the support of an understanding and informed citizenry is vital to the efficient operation of Public Works systems and programs such as water, sewer, streets and highways,public buildings, solid waste collection and snow removal; and WHEREAS, the health, safety and comfort of this community greatly depends on these facilities and services; and WHEREAS, the quality and effectiveness of these facilities, as well as their planning, design, and construction, is vitally dependent upon the efforts and skill of public works officials; and WHEREAS, the efficiency of the qualified and dedicated personnel who staff Public Works departments is materially influenced by the people's attitude and understanding of the importance of the work they perform, NOW, THEREFORE, I, Gary Peterson, Mayor of the City of Columbia Heights, do hereby proclaim the week of May 19 through May 25, 2013 as "NATIONAL PUBLIC WORKS WEEK" in the City of Columbia Heights, and I call upon all citizens and civic organizations to acquaint themselves with the issues involved in providing our public works and to recognize the contributions which Public Works officials make every day to our health, safety, comfort and quality of life. Mayor Gary L. Peterson (Seal) 6 OFFICIAL PROCEEDINGS City Council Meeting Minutes 7:00 PM on Monday,April 22,2013 City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, MN CALL TO ORDER/ROLL CALL/INVOCATION Mayor Peterson called the meeting to order at 7:03 p.m. Motion by Councilmember Diehm, seconded by Councilmember Nawrocki, to appoint Carole Blowers as Secretary Pro-Tem for the April 22, 2013, City Council Meeting. Motion passed unanimously. ROLL CALL: Present: Councilmembers Schmitt, Williams, Diehm,Nawrocki; Mayor Peterson. Pastor John Hierlinger of St. Timothy's Lutheran Church read a poem on "Earth Day" and provided the invocation. PLEDGE OF ALLEGIANCE- Recited ADDITIONS/DELETIONS TO MEETING AGENDA (The Council, upon majority vote of its members, may make additions and deletions to the agenda. These may be items brought to the attention of the Council under the Citizen Forum or items submitted after the agenda preparation deadline.) The following items were added to the agenda: • Creation of a Fine Arts Commission • Progress of the Heritage Tower • Newsletter comments/questions • Letter from resident received PROCLAMATIONS, PRESENTATIONS, RECOGNITION,ANNOUNCEMENTS, GUESTS Retirement of Marilyn Peters Marilyn Peters is retiring on May 1" after 24 years of working for SAGA. The Mayor thanked her for her many years of service and he presented Marilyn with a key to the city. Essay Presentation by Heidi Leibfried Heidi Leibfried, 9th grade student, read her essay about "random acts of kindness" that she had entered in the Sister Cities essay contest. Mayor Peterson presented her with a certificate of appreciation for coming to the council meeting and sharing her essay. Report on the Progress of the Heritage Tower Liz Bray, Recreation Program Coordinator, displayed a photo showing the students and the unveiling of their art work they created to represent labor, recreation, education, and diversity for the four faces of the Heritage Tower. Liz mentioned that their involvement in this project made them feel connected to the city and they are proud their work will be on display for many years. There will also be a time capsule installed in the tower. A recent visit was made to the American Art Stone Company in New Ulm, who will be constructing the tower. Bricks are still available for sale. 7 City Council Minutes Monday,April 22,2013 Page 2 of 8 Establishment of a Fine Arts Commission Keith Roberts stated that there has been a lot of discussion in the community about establishing a Fine Arts Commission. There are many forms of art in this community: musicians,painters, potters, jewelry makers, Heights Theater (film festivals), etc. The Columbia Academy School has an arts focus. We could maybe connect with Northeast's Art-A-Whirl or create our own Art Festival. Or we could promote small galleries along Central Avenue in the vacant shops there, or the library could display artwork. Mr. Roberts asked the council what would be the procedure to establish this commission. It would be set up like the Traffic Commission, Planning/Zoning Commission, etc. and sanctioned by the city. It was felt this should be discussed at a work session and get interested people involved, especially the youth. Mr. Roberts stated the Library Foundation would remain intact and by itself. Councilmember Diehm commented that the High School Drama Department is putting on "Hairspray"on April 26, 27, 28, and May 2, 3, and 4. CONSENT AGENDA Councilmember Nawrocki asked that items `B" and "D" be removed from the consent agenda, discussed, and voted on separately. The following items remained on the consent agenda: Approve Minutes from the April 8, 2013 City Council Meeting Approve May 2013 as Building Safety Month Approve Business License Applications as Presented Approve Attached List of Rental Licensing Applications Review Payment of Bills Motion by Councilmember Diehm, seconded by Councilmember Williams, to approve the consent agenda items with the exception of items B and D. Upon Vote: All Ayes. Motion passed. Items B and D which were pulled from the consent agenda, and are listed below, were discussed separately at this time: Establish an Executive Session for the purpose of Labor Negotiation Discussions on Monday, May 6th at 7:00 PM or Immediately following the EDA Meeting Councilmember Nawrocki asked if current and proposed wages and benefits would be provided before this meeting. City Manager Fehst stated that the meeting will only be for the purpose of providing an update on the status of all labor negotiations. Motion by Councilmember Diehm, seconded by Councilmember Williams, to establish an Executive Session for the purpose of Labor Negotiation discussions on Monday, May 6th at 7:00 PM or immediately following the EDA Meeting. Upon Vote: All Ayes. Motion Passed. Joint Powers Agreement with the City of New Brighton for Street Rehabilitation of Stinson Boulevard Councilmember Nawrocki asked about cost sharing between New Brighton and us on this project. Public Works Director Hanson stated that they are paying 100%; there is no cost sharing. 8 City Council Minutes Monday,April 22,2013 Page 3 of 8 Motion by Councilmember Diehm, seconded by Councilmember Williams, to enter into a Joint Powers Agreement for Stinson Boulevard street improvements from Fairway Drive to Argonne Drive with the City of New Brighton. Upon Vote: All Ayes. Motion Passed. PUBLIC HEARINGS Adopt Resolution No. 2013-29, 3865 Keyes Street N.E., being a Resolution of the City Council of the City of Columbia Heights approving rental license revocation for failure to meet the requirements of the Property Maintenance Codes. Motion by Councilmember Diehm, seconded by Councilmember Williams, to close the Public Hearing and to waive the reading of Resolution No. 2013-29, being ample copies available to the public. Motion passed unanimously. Fire Chief Gary Gorman was present and advised that the owner has failed to submit renewal the rental license application and fees. No one was present to speak to this item. Motion by Councilmember Diehm, seconded by Councilmember Williams, to adopt Resolution No. 2013-29, being a Resolution of the City Council of the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A,Article IV, Section 5A.408(A) of the rental licenses listed. Upon Vote: All Ayes. Motion passed. ITEMS FOR CONSIDERATION Other Ordinances and Resolutions: None Bid Considerations: Adopt Resolution 2013-27, being a Resolution Accepting Bids and Awarding a Contract for the 2013 Miscellaneous Concrete Repairs and Installations, City Project 1300 Motion by Councilmember Williams, seconded by Councilmember Schmitt, to waive the reading of Resolution 2013-27, there being ample copies available to the public. Upon Vote: All Ayes. Motion passed. Kevin Hansen, Public Works Director, briefly summarized the project. Councilmember Nawrocki commented that there were not many bidders for a rather small contract. Mr. Hansen advised this is specialty work, so fewer contractors do it. Motion by Councilmember Williams, seconded by Councilmember Schmitt, to adopt Resolution 2013-27 being a Resolution accepting bids and awarding the 2013 Miscellaneous Concrete Repairs and Installations, City Project No. 1300, to Ron Kassa Construction, Inc., based upon their low, qualified, responsible bid in the amount of $10,294.70 from Fund 415-51300-4000; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. Upon Vote: All Ayes. Motion passed. Adopt Resolution No. 2013-28, being a Resolution Accepting Bids and Awarding a Contract for the 2013 Concrete Street Rehabilitation Protect 9 City Council Minutes Monday,April 22,2013 Page 4 of 8 Motion by Councilmember Williams, seconded by Councilmember Schmitt, to waive the reading of Resolution 2013-28, there being ample copies available to the public. Motion passed unanimously. Kevin Hansen, Public Works Director, explained that the bids were 2% lower than expected. Councilmember Nawrocki asked if the assessments would be 2% lower or what? Mr. Hansen explained they could be, or they could be the same, or they could be more—it's hard to say. Councilmember Williams stated there was quite a spread in the bids. Motion by Councilmember Williams, seconded by Councilmember Schmitt, to adopt Resolution 2013-28 being a resolution accepting bids and awarding the 2013 Concrete Street Rehabilitation, City Project No. 1302 including Alternate 1 for longitudinal joint repair and Alternate 2 for unit priced residential driveway construction, with construction on east side of Stinson Boulevard contingent on award by City of New Brighton to Interstate Improvement, Inc. of Faribault, Minnesota based upon their low, qualified responsible bid in the amount of$701,359.50 with funds to be appropriated from Fund 415-51302-5185; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same. Upon Vote: All Ayes. Motion passed. New Business and Reports: None ADMINISTRATIVE REPORTS Report of the City Manager The City Manager reported that the League of Minnesota Cities is looking for people to serve on the Nominating Committee to select new members for the 2013 League of Minnesota Cities Board of Directors. You must apply by May 24 to be considered for the Nominating Committee. The Nominating Committee will be appointed by the LMC President by June 1. Councilmember Schmitt stated her involvement with two committees. Councilmember Nawrocki stated it is interesting and good experience to serve on various committees, as he has done so also. Report of the City Attorney: None Other Comments/Questions: Councilmember Nawrocki had the following comments/questions: • Questioned what SCORE is that is mentioned on the front page of the next newsletter. Kevin Hansen, Public Works Director, explained that it is our agreement with Anoka County on recycling, and we will be promoting recycling in this article. Councilmember Nawrocki stated that Jamboree should definitely be on the front page of the newsletter. • Requested that an article be put in the newsletter regarding when and where citizens can see information on the City budget and the proposed City budget. • Requested an article in the newsletter on jay-walking. • Advised some residents are still not getting their Sun Focus newspaper. • Questions were asked regarding the sewer warranty letter sent out by Public Works and what kind of coverage this is. Answers were provided by Kevin Hansen, Public Works Director, at the meeting. • Reference was made to a letter received from a resident regarding raising chickens in yards. Do we or should we have any regulations on that? City Manager, Fehst stated we have taken the stand that neighbors should work with each other regarding this and if there are issues, we would take action. The Mayor mentioned the City of Minneapolis allows it. Councilmember Schmitt 10 City Council Minutes Monday,April 22,2013 Page 5 of 8 stated that Jeff Sargent, former Planner, was keeping track of any citizen requests/complaints. The City is not aware of any problems. • Comment was made regarding the flushing of fire hydrants and changes that are made to the schedule, which are not always reflected where published. (It is on the website —including an emergency alert--and on cable TV. It appears the cable TV message was not updated when changes took place. Councilmember Schmitt advised that there is an emergency message on our website about it, and anyone can sign up for alerts. • Question on overnight parking ban (November 1 — April 1 are the dates the overnight parking bans are in effect). If it snows, after April 1St, it is appreciated that cars stay off the streets to make plowing easier. Councilmember Williams had a question on the market value of homes and bond rating. Williams asked how much the City could bond for. Fehst stated you are able to bond up to two percent of your market value on the principle only. Williams questioned what the bonding rate currently is. Fehst stated it is approximately 3 - 5%, adding that now is a good time to borrow money. Fehst gave a brief overview of the findings from the Library Task Force in regards to a new library. Williams indicated he would like to see a report on the current cost of heat costs associated with this building and the library. Fehst informed the Council that on the agenda for the upcoming work session on Monday, May 6th, will be a proposal on a Vactor from the Public Works Director, Kevin Hansen, along with discussions on a resident's request for additional lighting on Central Avenue and a dog park(s). CITIZENS FORUM No one was present for the citizens forum. ADJOURNMENT The meeting adjourned at 8:21 p.m. Respectfully submitted, Carole J. Blowers Secretary Pro Tem 11 City Council Minutes Monday,April 22,2013 Page 6 of 8 RESOLUTION 2013-27 RESOLUTION ACCEPTING BIDS AND AWARDING THE 2013 MISCELLANEOUS CONCRETE REPAIRS AND INSTALLATIONS, CITY PROJECT 1300 WHEREAS, pursuant to an advertisement for bids for City Project No. 1300, Miscellaneous Concrete Repairs and Installations,bids were received, opened and tabulated according to law. The following bids were received complying with the advertisement: Bidder TOTAL Ron Kassa Construction, Inc. $10,294.70 WHEREAS, it appears that Ron Kassa Construction, Inc., 6005 250`h St E, Elko, Minnesota is the lowest responsible bidder. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA: 1. The Mayor and City Manager are hereby authorized and directed to enter into a contract with Ron Kassa Construction, Inc. in the name of the City of Columbia Heights, for the 2013 Miscellaneous Concrete Repairs and Installations, City Project No. 1300, for a bid amount of$10,294.70 according to plans and specifications therefore approved by the Council. 2. The City Engineer is hereby authorized and directed to retain the deposit of the successful bidder until the contract has been signed. 3. City Project No. 1300 shall be funded with State Aid Maintenance Fund, General Fund, Park Fund, Street Fund, Sewer and Water Fund and PIR funds. Passed this 22nd day of April 2013. RESOLUTION 2013-28 RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR CONCRETE STREET REHABILITATION, CITY PROJECT NO. 1302 WHEREAS,pursuant to an advertisement for bids for City Project No. 1302,Concrete Street Rehabilitation Improvements, four bids were received, opened and tabulated according to law. The following bids were received complying with the advertisement: Bidder Base Bid Alt. 1 Alt. 2 TOTAL Interstate Improvement, Inc. $634,459.50 $ 62,500.00 $4,400.00 $701,359.50 Diamond Surface, Inc. $825,291.42 $ 49,750.00 $3,894.40 $878,935.82 C.S. McCrossan Construction, Inc. $745,841.45 $131,250.00 $2,600.00 $879,691.45 Shafer Contracting Company, Inc. $855,938.60 $ 65,000.00 $5,000.00 $925,938.60 WHEREAS, it appears that Interstate Improvement,Inc., 16871 Canby Avenue,P.O.Box 8,Faribault, Minnesota 55021 is the lowest responsible bidder. 12 City Council Minutes Monday,April 22,2013 Page 7 of 8 NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF COLUMBIA HEIGHTS, MINNESOTA: 1. The Mayor and City Manager are hereby authorized and directed to enter into a contract with Interstate Improvement,Inc.in the name of the City of Columbia Heights,for the 2013 Concrete Street Rehabilitation Improvements,City Project No. 1302 according to plans and specifications therefore approved by the Council. 2. The City Engineer is hereby authorized and directed to return,forthwith,to all bidders,the deposits made with their bids except the deposit of the successful bidder and the next lowest bidder shall be retained until the contract has been signed. 3. City Project 1302 shall be funded with General Funds (Infrastructure and Assessments), Sanitary Sewer and Storm Water Utility Construction Funds, State Aid Funds, and Funds from City of New Brighton for Stinson Boulevard. Passed this 22"d day of April,2013. RESOLUTION 2013-29 Resolution of the City Council for the City of Columbia Heights approving revocation pursuant to City Code, Chapter 5A,Article IV, Section 5A.408(A) of that certain residential rental license held by Amal,Aden (Hereinafter "License Holder"). WHEREAS, the license holder is the legal owner of the real property located at 3865 Keyes St. N.E. Columbia Heights, Minnesota; and WHEREAS, pursuant to City Code, Chapter 5A, Article IV, Section 5A.408(B), written notice setting forth the causes and reasons for the proposed Council action contained herein was given to the License Holder on April 8, 2013 of a public hearing to be held on April 22, 2013. NOW, THEREFORE, BE IT RESOLVED, in accordance with the foregoing and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on or about February 14, 2013 inspection office staff sent a letter requesting the owner of the property to renew the rental license for this property. The letter was mailed by regular mail to the owner at the address listed in the property records. 2. That on April 8, 2013 inspection office staff reviewed the property file and noted that the property remained unlicensed. A Statement of Cause was mailed by regular mail to the owner at the address listed in the property records. 3. That based upon said records of the Enforcement Office, the following conditions and violations of the City's Residential Maintenance Code were found to exist,to-wit: a. Failure to submit renewal rental license application and fees 4. That all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code, Chapter 5A, Article III 5A.306 and 5A.303(A). 13 City Council Minutes Monday,April 22,2013 Page 8 of 8 ORDER OF COUNCIL 1. The rental license belonging to the License Holder described herein and identified by license number F 11548 is hereby revoked; 2. The City will post for the purpose of preventing occupancy a copy of this order on the buildings covered by the license held by License Holder; 3. All tenants shall remove themselves from the premises within 45 days from the first day of posting of this Order revoking the license as held by License Holder. Passed this 22nd day of April 2013. 14 OFFICIAL PROCEEDINGS CITY OF COLUMBIA HEIGHTS BOARD OF APPEALS AND EQUALIZATION MEETING Monday,Apri122, 2013 The following are the minutes for the Board of Appeals and Equalization for the City of Columbia Heights City Council held at 6:00 p.m. on Monday, April 22,2013, in the City Council Chambers, City Hall, 590 40'b Avenue N.E., Columbia Heights, Minnesota. The meeting was called to order by Mayor Gary Peterson at 6:08 PM. ROLL CALL Present: Councilmembers Schmitt, Diehm,Nawrocki; Mayor Peterson Absent: Councilmember Williams STATEMENT OF PURPOSE OF THE BOARD OF REVIEW To review property valuations as of January 2, 2013 for taxes payable 2014, and to hear appeals from citizens who feel aggrieved or have questions regarding property valuations. INTRODUCTION The City Manager introduced the Anoka County Appraisers: Jim Rouleau— Senior and Commercial Appraiser and Mike Brown, Residential Appraiser. Appraiser Mike Brown referred to the Board of Review booklet he distributed. This is for the 2013 assessment to compute property taxes for 2014. He gave a brief overview of the property tax process and a recap of the current assessments for Columbia Heights. As of January 2, 2013, there were 7,594 parcels in the City. This include 6,905 residential parcels (90.93%), 314 tax exempt parcels (4.33%), 236 commercial industrial parcels (3.11%), 124 apartment parcels (1.63%), 8 tax-forfeited parcels, 5 personal property parcels, and 2 railroad parcels. A map was provided to the council on what areas/parcels were reviewed. During the 2012 study period for the 2013 assessment, 6,218 sales countywide of all property types were recorded. Of these sales, only 2,266 were considered "aims-length"transactions. The remaining 3,952 sales not considered arms-length would include foreclosure sales,bank sales, sales involving government entities, and sales between related parties. The 2013 Anoka County Residential Sales Ratio median ratio was 94.5 and the Columbia Heights ratio was 94.6. Countywide there were 6,218 sales. Of these sales, only 2,266 were considered as qualified and the remaining 3,952 sales were considered as unqualified sales or foreclosures sales,bank sales, sales involving government entities and sales between related parties. QUESTIONS AND ANSWERS REGARDING PROPERTY VALUES At this time, citizens in attendance were given an opportunity to raise questions regarding 15 their property valuations. The following people were in attendance and spoke: Bob and Fran Hollenbeck, 4727 Chatham Road, PIN 25-30-24-41-0041. The resident had concerns and questions, especially about the homestead exclusion, which were addressed by Appraiser Mike Brown. Wes Toudouze,tax agent for Health Care Reit, Inc., 3801 Hart Boulevard, PIN 36-30- 24-44-0023 and 0024. Mr. Toudouze presented a packet of information to the Mayor and city councilmembers supporting his request for a reduction of values for this property. After discussion of his comparisons, it was suggested that the value for the property in question remain the same, and he should go through options with the county. David Morisette, d/b/a Dumore Investments, LLC, owner of 4621 University Avenue, PIN 26-30-24-34-0095, delivered a letter to city offices today, along with other property comparisons supporting a value decrease. Mr. Morisette felt the 2014 taxable market value for this property should be adjusted to $570,000. After discussion with the County's Commercial Appraiser, Jim Rouleau, it was suggested that the value for this property remain the same, and Mr. Morisette should go through options with the county. In summary, no changes in values were made to the petitioners' properties who appeared tonight or to the request by letter recorded above and received by the appraisers and the City Council tonight. COUNCIL ACTIONS REGARDING SPECIFIC CASES OR CASES ON WHICH ADDITIONAL INFORMATION IS DESIRED Motion was made by Councilmember Schmitt, seconded by Councilmember Diehm to adopt the 2013 Assessment Rolls as presented and amended. Upon Vote: 4 ayes, 0 nays and 1 absent. Motion passed. The meeting adjourned at 6:42 PM. Respectfully submitted, Carole J. Blowers Secretary Pro Tem 16 City of Columbia Heights Park and Recreation Commission February 27,2013 Eileen Evans called the meeting to order at 5:30 p.m. ROLL CALL Members present: Eileen Evans; Sean Clerkin;Tom Greenhalgh; Stan Hoium; David Payne;Marsha Stroik Staff Present: Kevin Hansen,Public Works Director;Keith Windschitl,Recreation Director;Deanna Saefke, Secretary OATH OF OFFICE Sean Clerkin,Jr.recited the oath of office for the Park and Recreation Commission Member. APPROVAL CONSENT AGENDA Evans asked what the bill was for the Safety First Playground in the amount of$5632.31. Hansen replied it is the surfacing for the McKenna Park playground. The woodchips need to be redressed because they become compacted over time. Windschitl reported a big problem with sand wasps at some of the parks last year. Stroik asked if the Parkview Villa sale had gone through. Hansen replied no it has not happened yet but is still in process and will more likely be completed in the fourth quarter of the year. Greenhalgh asked about the status of the Mady's lot. Hansen replied the City has purchased the Mady's lot. Motion by Stroik, second by Payne,to approve the consent agenda. Upon vote: All ayes. Motion Carried. LETTERS AND REQUESTS A. Request for a reduced fee for the Lee Carlson Center annual"Breakfast for Bridgeview" fundraiser on Tuesday, June 4,from 7:30 a.m.—9:00 a.m. Evans asked what the Lee Carlson Center is. Windschitl replied they are a health and wellness facility for mental health located in Fridley. They have done a fundraiser at Murzyn Hall the previous two years. Mayor Peterson has been involved in the Mayor's roof fundraising event. Windschitl indicated this is a good organization. There is some staff time involved with setup and cleanup. He suggests charging for staff time needed outside of our regularly scheduled hours which may be needed on the night before for setup and some extra time early in the morning. Evans suggested $20 per hour for any additional hours. Windschitl indicated there are other groups and classes in the building on the night prior. Hoium asked what a normal charge would be for Tuesday morning. Windschitl replied they are a nonprofit organization. If it was a full charge with a four hour rental it would be just under$600. Motion by Hoium, second by Greenhalgh,to charge$20 per hour for time needed outside of regular business hours or for any additional staff needed. Upon vote:All ayes. Motion Carried. B. Request for the Minnesota West Coast Swing Dance Club to eliminate the requirement to have a security officer at the two annual dances in order to reduce costs. Hoium indicated working inany of the bars during their events and it is a very mellow event with not a large number in attendance. Windschitl stated the group routinely rents Murzyn Hall on a 17 Park&Recreation Commission February 27,2013 Page 2 Friday night in May and December. Evans asked if they pay the regular rental rate. Windschitl replied they pay the 25% off rate. What the request is asking for is to waive the need for a security officer. Stroik asked how much that costs. Saefke replied$25 per hour plus tax. Stroik indicated that isn't very much. Saefke replied it comes out to be about$130 per time. Motion by Greenhalgh,second by Payne,to waive the requirement for security guard based on the recommendation from Lions Club members. Upon vote: All ayes. Motion carried. C. Request to waive the rental fee of John P.Murzyn Hall for the Columbia Heights Community Heritage Tower Fish Fry Fundraiser on February 22,2013. Windschitl indicated the proceeds of the event are going to a great cause for the Community Heritage Tower for the round a bout area. The event turned out really great with a good attendance and many volunteers. Holum complimented the process of frying the fish outside. Hansen helped direct the kitchen process. Windschitl stated Liz Bray,Recreation Program Coordinator,did a lot of work to help Peterson promote the event and get the details during the event set up. Saefke indicated a $10,000 donation was received by resident Kenny Hentges. Motion by Payne,second by Hoium,to waive the rental fee of John P. Murzyn Hall for the Columbia Heights Community Heritage Tower Fish Fry Fundraiser on February 22,2013. Upon vote: All ayes. Motion carried. OLD BUSINESS A. Wading Pools update Hansen gave a history of the wading pools to bring Clerkin up to date. He stated both the Park& Recreation Commission and the City Council authorized plan preparation on a certain basis to spread costs over a few years. The Minnesota Department of Health had agreed to phase in the updates on the pools but have not yet agreed on as long of a time as staff would have liked. The agreement is to update one pole each year over the next three to five years. Clerkin asked what the cost is for snaking the changes. Hansen replied the cost to making the ADA updates is about $48,000 to$55,000 per pool and the cost to abandon the pools and fill them in is about$8,000 to $12,000. Final plans are being prepared for a meeting with Anoka County on behalf of the MN Dept. of Health. Hansen indicated choosing one pool this year suggesting either McKenna or Huset but not the Ramsdell pool because of the continuing settlement problems at that park. McKenna Park is nearing completion of the construction for the playground equipment so that would be a good park to look at first. Payne asked if the other two pools would close for the season. Hansen replied no; after the sandblasting and repainting is complete they would open upon inspection approval. If the MN Dept. of Health does approve the next pool would be updated in 2014 and the next one in 2015. Evans suggested closing Ramsdell Park due to the continued problems over the years with the ground. Greenhalgh asked what the cost is for a water feature. Hansen replied they can run $250,000-$500,000; the estimate for a smaller size at Huset Park is about$300,000. Clerkin asked for a brief description of the ADA update option. Hansen responded with the two options for updates and what the items are that need to be changed at the wading pool. Stroik suggested leaving the Ramsdell Park wading pool to the last. Windschitl asked what the construction timeline would be. Hansen indicated the goal would be to complete construction updates and open the pool the first part of June. 18 Park&Recreation Commission February 27,2013 Page 3 Motion by Greenhalgh,second by Payne,to make the required ADA updates to the McKenna Park wading pool in 2013 and update the Huset Park wading pool as the next pool to be updated. Upon vote: All ayes. Motion carried. NEW BUSINESS A. Emerald Ash Borer Plan for City Parks Hansen reported this is a devastating issue on trees. The problem is spreading fast. Minnesota has the highest number of ash trees in any state in the U.S. The City is next to quarantined areas, which ineans you are not allowed to transport any ash trees in or out of the area. There are known sites in St.Anthony and Minneapolis with signs of emerald ash borer. Money has been budgeted for emerald ash borer treatment. The insecticide does need to be put in the tree once there are signs of the borer. Hansen indicated Staff would like to bring in an intern to get an inventory of the ash trees within the City. This process would include a geocode or GPS coordinate of each tree,the size of the tree,and give a subjective ranking of the tree on how healthy it looks and the look of the canopy. Evan asked if this includes trees within the parks or the whole City. Hansen replied this process will include strictly public trees within the parks and on public right of way. Payne asked how many ash trees are in the City. Hansen indicated the estimate is between 3,000 and 4,000 trees. He stated the purpose of the management plan is to be able to pick your best trees to execute the treatment process on in order to save the highest number of trees. Hansen described the three main treatment options;soil bath,injection,and a bark spray. These treatments would need to be done in early to mid-spring to be effective. Clerkin asked how the replacement of diseased trees would be handled so as not to replace with a large amount of the same kind of tree. Hansen replied it would be a diverse planting of trees. The proposal is a two year treatment based on recommendations and studies that have shown once the treatment begins it needs to continue to be treated with insecticides in order to save the tree. The average cost of treatment per tree is $150-$175 if the work is done by city staff, and$150- $200 if performed by contracted services. REPORTS A. Recreation Director Windschitl reported the roof on John P. Murzyn Hall has been in good condition with no leaks. Windschitl updated on the National Hockey Day held at Keyes Park in January. Public Works did a great job getting the ice ready. It was a great event with lots of activities for those that were there. The group would like to hold this event again next year. Hansen indicated resident Steve Oslund did a lot of work to help with the condition of the ice as well. Payne stated the CH Athletic Boosters were happy to be a part of the event. Hansen indicated if the event is held at Keyes Park again next year the hockey rink grade will need to be leveled out as it is off by 15 inches on one side. The black top will need to be regraded this summer. Payne indicated the Athletic Boosters have agreed to be involved if it happens next year. Hoiuin asked if that rink is not typically flooded. Hansen replied yes it is but staff takes time to prepare the ice for recreational use. For this type of event the ice needs to be in better condition which means flooding the rink at the proper time; in the early morning hours. As budgets have been cut the ice rinks are flooded and maintained during the winter but not on over time. Windschitl reported receiving a donation from the CH Athletic Boosters in the amount of$2,800 which has been placed in the donations account. He stated the donations account is used for such items as youth sports uniforms and equipment. 19 Park&Recreation Commission February 27,2013 Page 4 B. Public Works Director/City_En ig'neer Hansen reported being in the process of hiring for seasonal employees. They are not increasing the number of seasonal employees needed,and expect that about 70%of last year's employees will return. Hansen indicated this year there will be burns scheduled at the ponds of Huset Park,Prestemon Park and the public safety building. This will be conducted in the spring after some initial growth. Burning kills the obnoxious seedlings in the shallow depths of the soil keeping the native plants and grasses in the deeper areas of the soil unharmed. C. Commission Members Greenhalgh reported the basketball tournaments at the Hylander Center have been going very well and he always received positive feedback on the facility. Stroik asked when the park clean up date would occur. Hansen encouraged the members to be involved with the Adopt a Park volunteer group. These groups were asked to hold a cleanup date at a minimum of two times per year. Evans adjourned the meeting at 6:15 p.m. Deanna Saefke,Recreation Clerk Typist II 20 Approved 5/1/13 COLUMBIA HEIGHTS PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES April 3, 2013 The meeting was called to order by Chair Patricia Sowada, at 6:31 p.m. Members present were: Nancy Hoium, Steve Smith, Patricia Sowada, Barbara Tantanella, and Catherine Vesley. Also present: City Council Representative Tami Diehm, Library Director Renee Dougherty, and Recording Secretary Stacey Hendren. Guests: Library Task Force Chair Dave Larson and Bob Odden. The Library Board congratulated Renee Dougherty on her appointment to Library Director. Dougherty thanked the Board for their support. The Board welcomed Larson to the meeting. Larson requested comments, questions, or concerns regarding the recently distributed Task Force recommendation, vision, and summary of needs statements. Larson reminded members of the April 8th presentation to the City Council and asked for support and suggestions for building the argument for a new library building. Larson predicts the City Council will be most interested in cost and location. Larson notified the Board that the Task Force will recommend three sites; the Mady's site(approx. 39th and Central), the Public Safety site(approx. 42"d and Jackson), and the Upper Condo site(47th and Grand). The Task Force originally considered 10 sites and has been unable to reach a consensus on site location. Vesley expressed displeasure with the Public Safety site noting the water issues, low elevation, and lack of visibility. Several members discussed the desire for a visible site on Central that would be an asset and draw to the community. Larson clarified that the proposal for 40th and Central is no longer being considered by the City Council. Members discussed the housing market and the proposal for senior housing based on federal funding. Members discussed bonding rates, interest rates, construction costs, and the upcoming sale of Park View Villa. Members discussed the fact that while the Task Force was asked to be mindful of cost, their charge was to research the need and location for a library. Financial experts will be consulted to research funding. Board members were encouraged to speak during the public hearing section of the agenda. Conversation continued regarding the growing number of young families in Columbia Heights, the increase in children ages 0-5 according the 2010 census, and the increased enrollment in the schools. Members thanked Larson for coming and stated that all who are able will attend the City Council meeting. Larson departed at 6:56 p.m. The minutes of the March 6, 2013 Board meeting were approved as mailed. 1-4/3/13 21 The bill list dated 3/6/13 was reviewed. It was moved, seconded, and passed that the bills be paid. The bill list dated 3/20/2013 was reviewed. It was moved, seconded, and passed that the bills be paid. The 2013 accounting dated 4/3/13 was reviewed. Old Business: 1. Dougherty notified the Board that the Task Force was meeting on April 4th to discuss and rate sites. Members debated the need for the Task Force to recommend a single site or multiple sites. New Business: 1. The Board reviewed the February crossover statistics. Dougherty noted the decrease in circulation and the increase in program attendance. 2. The Board reviewed the Unique Management report for February. 3. The State Annual Report has been submitted and signed. Board members received a copy of the one page annual report. Dougherty notified the Board that the one page document is distributed at the Jamboree and City events, online and in the Library, and asked if the Board had additional ideas for distribution. Members requested it be sent to members of the media, the school board, and the Sister Cities Committee. 4. Dougherty notified the Board that the Adult Reading Room re-carpeting project will take an estimated two days to complete and Public Works recommends allotting a third day in order to ensure the library is ready to serve patrons. The Library is closed on May 16th for Staff Day, and Dougherty will request the Board close the building on the 17th and 18th after approval by the City Manager. Members decided to make a conditional motion in order to give the public extensive notice of the closure. Hoium moved to close the library May 17th and 18th subject to the City Managers approval for the re-carpeting project. Motion carried unanimously. 5. Hoium moved to pay part-time staff to attend Anoka County Library(ACL) Staff Day on May 16th. Motion carried unanimously. 6. Dougherty has not received contract documentation from ACL for the Zinio digital magazine service. 7. Dougherty has not received contract documentation from ACL for electronic books through the 3M Cloud Library. Dougherty notified the Board that the proposal for Zinio and 3M Cloud Library is for Columbia Heights to pay a percentage of the cost based on usage. The fees will be included in the 2014 budget proposal. Sowada requested the item be tabled until documentation is received. 2-4/3/13 22 8. Dougherty interviewed seven candidates for the open Page positions and has made conditional offers to three. Dougherty intends to have the Pages trained and available to substitute this summer. 9. The total available Internet minutes compared to the Internet minutes used is not currently available. Dougherty notified the Board that the library will need to start tracking when the computers are down due to technical issues in order to give a more accurate figure. 10. Information on the Microfilm scanner options will be available in May. Items from the Floor: 1. The City posted the Adult Sei vices Librarian position on 4/3/13. 2. Dougherty notified the Board of a program developed by ACL for youth to read down their fines for a limited period during the summer reading program. The program would require youth 17 &under to read for 15 minutes in the library to receive$1 reduction in library fines. The fee waiver would not be allowed on taxable items such as video rentals or the sale cart. The Board responded favorably to the concept and Dougherty will provide additional details and a formal recommendation in May. Board members questioned if a similar program could be developed to encourage adult volunteering in the library. Dougherty reminded Board members that all volunteers need a background check. The possibility will be considered after assessing the youth program. There being no further business, the meeting was adjourned at 7:31 p.m. Respectfully submitted, Stacey R. Hendren Recording Secretary, Library Board of Trustees The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights services,programs, and activities. 3-4/3/13 23 PLANNING AND ZONING COMMISSION MINUTES OF THE REGULAR MEETING MAY 7, 2013 7:00 PM The meeting was called to order at 7:00 pm by Chair Marlaine Szurek. Commission Members present- Little, Kinney, Roberts, and Szurek Members Absent-Fiorendino Also present were Sheila Cartney(Asst. Community Development Director), and Shelley Hanson(Secretary) and Gary Peterson(Council Liaison). Motion by Kinney, seconded by Roberts, to approve the minutes from the meeting of March S, 2013. All ayes. MOTIONPASSED. PUBLIC HEARINGS CASE NUMBER: 2013-0501 APPLICANT: First Lutheran Church LOCATION: 1555 40th Avenue NE REQUEST: Conditional Use Permit for School Cartney explained that at this time First Lutheran Church is requesting a CUP per Code Section 9.109 (3)(c) to allow a Charter School in the R-1 Zoning District. The church will continue their operations as usual. COMPREHENSIVE PLAN The Comprehensive Plan designates this area for Religious Institution. A school inside a religious institution meets the spirit and intent of the Comprehensive Plan. ZONING ORDINANCE The property located at 1555 — 40th Avenue NE is zoned R-1, Single Family Residential, as are the properties to north, east and west. The properties to the south are zoned R-2A, One and Two family residential and Park and Open Space. Schools are permitted as a Conditional Use Residential Districts. PROPOSAL The applicant is proposing to add a charter school to their location. If approved the school will start out with three kindergarten classes of 66 students (22 students in each class) then increase each year by 66 students until 2015 when they will have 3 kindergarten classes, 3 first grade classes and 3 second grade classes (198 students) using 9 or 10 classrooms. First Lutheran Church was originally Silver Lake Elementary school and is designed for a school use. There are 206 parking stalls available at the site. Adding of the new school only require 23 stalls which can 24 P&Z Minutes Page 2 May 7, 2013 be accommodated by the parking lot. The church and the school will share the choir room, gym, and Martin Luther Hall. School will be in session from August 15 through June 150'. Cartney told members they meet all required conditions. FINDINGS OF FACT Section 9.104 (H) of the Zoning Ordinance outlines nine conditions that must be met in order for the City Council to grant a Conditional Use Permit. They are as follows: (a) The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator. Schools, public or private, K-12 are specifically listed as a Conditional Use in the R-1, Single Family District. (b) The use is in harmony with the general purpose and intent of the Comprehensive Plan. The Comprehensive Plan designates this area for Religious Institution. The proposed use is not changing the current use, rather just adding to it. A church and school are both in harmony and meet the general intent of the Comp Plan. (c) The use will not impose hazards or disturbing influences on neighboring properties. The proposed use as a school will not impose hazards or disturbing influences on neighboring properties. The subject property was originally built as a school. There is more than enough room at the church to accommodate the schools classroom needs and parking needs. (d) The use will not substantially diminish the use of property in the immediate vicinity. The use of property in the immediate vicinity will not be diminished by adding a small charter school to the church. (e) The use will be designed, constructed, operated and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. There will be no physical changes to the appearance of the existing building to accommodate the school. (f) The use and property upon which the use is located are adequately served by essential public facilities and services. This is correct. 25 P &Z Minutes Page 3 May 7, 2013 (g) Adequate measures have been or will be taken to minimize traffic congestion on the public streets and to provide for appropriate on-site circulation of traffic. As stated before the original use of the subject site was for a school, at which time the parking was built appropriately. One performance standard for a school is that the school be served by a major collector or higher classification roadway, 0" Avenue meets this requirement. (h) The use will not cause a negative cumulative effect, when considered in conjunction with the cumulative effect of other uses is the immediate vicinity. Considering the church was previously a school there should be no negative cumulative effect. (i) The use complies with all other applicable regulations for the district in which it is located. This is correct. Staff recommends approval of the proposed CUP for a school located at 1555 40th Ave NE. Questions from members: Roberts asked if the size of the classrooms meet State guidelines. He said there is a minimum square footage for each classroom established by the State. Cartney stated they should meet all standards since this building was originally a public school. Public Hearing Opened: A member asked the representatives what type of Charter School this would be. Rick Campion from Prodeo Academy stated the focus will be on early literacy to close the achievement gap. Kathy Ehlers, 4010 Hayes St-said this is an older building so she questioned whether asbestos remediation has been done to ensure the safety of the students. The representative from First Lutheran Church said that it has been done. Ms. Ehlers then asked if all the classrooms would be on ground level so safety existing is met. Again, the church representative said that the classrooms are at ground level on one side and it is a two story level on the other, but all existing is approved. Ms. Ehlers asked how much vehicle traffic they expect each day. Mr. Campion stated the students would be bussed to the site and there would be three teachers on site each day, so the traffic should be minimal. 26 P&Z Minutes Page 4 May 7, 2013 Ms. Ehlers wondered why this was the first anyone in the neighborhood heard of this plan. She said she thought the church should have notified area residents of the plan and held some type of an informational meeting even if it was just for good public relations. Cartney said she can't address the Church Council's decision regarding this matter, but they meet the necessary legal requirements of notification by going through this process whereby all residents within 350 feet were notified and allowed to express their opinions at this Public Hearing. Public Hearing was closed. Motion by Kinney, seconded by Little, that the Planning Commission recommends the City Council approve the Conditional Use Permit for a school located at 1555 40`x'Avenue subject to certain conditions of approval that have been found to be necessary to protect the public interest and ensure compliance with the provisions of the Zoning and Development Ordinance, including: 1. The number of classrooms is limited to 10 2. If parking becomes an issue the applicant shall submit a transportation plan to staff to address parking alternatives All ayes. MOTIONPASSED. The following Resolution will go to the City Council May 13,2013. RESOLUTION NO.2013-30 RESOLUTION APPROVING A CONDITIONAL USE PERMIT FOR FIRST LUTHERAN CHURCH TO ALLOW A CHARTER SCHOOL AT 1555 40TH AVENUE NE IN THE CITY OF COLUMBIA HEIGHTS,MINNESOTA WHEREAS, a proposal (Case #201-0501) has been submitted by First Lutheran Church to the City Council requesting a conditional use permit from the City of Columbia Heights at the following site: ADDRESS: 1555—40`"Avenue NE LEGAL DESCRIPTION: On file at City Hall. THE APPLICANT SEEKS THE FOLLOWING PERMIT: A Conditional Use Permit per Code Section 9.109 (3)(c), to allow a school, public or private, K-12 in the R-1 Single Family Residential District for the property located at 1555 40"'Avenue NE. WHEREAS, the Planning Commission has held a public hearing as required by the city Zoning Code on May 7,2013; 27 P &Z Minutes Page 5 May 7,2013 WHEREAS, the City Council has considered the advice and recommendations of the Planning Commission regarding the effect of the proposed conditional use permit upon the health, safety, and welfare of the community and its Comprehensive Plan, as well as any concerns related to compatibility of uses, traffic, property values, light, air, danger of fire, and risk to public safety in the surrounding areas; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Columbia Heights after reviewing the proposal, that the City Council accepts and adopts the following findings of the Planning Commission: 1. The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator. 2. The use is in hannony with the general purpose and intent of the Comprehensive Plan. 3. The use will not impose hazards or distributing influences on neighboring properties. 4. The use will not substantially diminish the use of property in the immediate vicinity. 5. The use will be designed, constructed,operated and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. 6. The use and property upon which the use is located are adequately served by essential public facilities and services. 7. Adequate measures have been or will be taken to minimize traffic congestion on the public streets and to provide for appropriate on-site circulation of traffic. 8. The use will not cause a negative cumulative effect, when considered in conjunction with the cumulative effect of other uses in the immediate vicinity. 9. The use complies with all other applicable regulations for the district in which it is located. FURTHER,BE IT RESOLVED,that the attached conditions,maps, and other information shall become part of this pen-nit and approval; and in granting this permit the city and the applicant agree that this permit shall become null and void if the project has not been completed within one (1) calendar year after the approval date,subject to petition for renewal of the permit. CONDITIONS ATTACHED: 1. The number of classrooms is limited to 10 2. If parking becomes an issue the applicant shall submit a transportation plan to staff to address parking alternatives. Passed this 13"'day of May,2013 Offered by: Seconded by: Roll Call: Mayor Gary L. Peterson Attest: Tori Leonardt City Clerk 28 P&Z Minutes Page 6 May 7,2013 OTHER BUSINESS Cartney told members that based on the recommendation of the EDA Board the City will be initiating a variance request and an Ordinance amendment to the Planning&Zoning Commission at the June meeting. Both these requests will address the minimum size of homes when built on small lots, like those in the scattered site district and the lots being marketed by Anoka County. Based on the fact that a 2 car garage is also required, it becomes difficult to also place a larger home on the lots. The suggestion is to change the Ordinance to address the amount of finished square footage in the home rather than the square footage of the footprint. This would allow the footprint size to be reduced. The Ordinance amendment will take some time to complete, so the variance will be necessary for the builder to begin construction of the first model home on one of the City lots being re-developed. The meeting was adjourned at 7:14 pm. Respectfully submitted, Shelley Hanson Secretary 29 ECONOMIC DEVELOPMENT AUTHORITY(EDA) MINUTES OF THE MEETING OF APRIL 1, 2013 IN CONFERENCE ROOM 1 The meeting was called to order at 6:30 pm by Chair Peterson. Members Present: Bruce Nawrocki, Gary Peterson, Donna Schmitt, Tammera Diehm, Gerry Herringer. and Bobby Williams. Members Absent: Marlaine Szurek Staff Present: Walt Fehst, Scott Clark, Sheila Cartney, and Shelley Hanson. 2. PLEDGE OF ALLEGIANCE- RECITED 3. CONSENT ITEMS 1. Approve the Minutes from February 4, 2013. 2. Approve the Financial Report and Payment of Bills for January and February, 2013 on Resolution 2013-03. Questions by Members: Nawrocki asked what the amount paid to Elaine Norman for$955.00 was for. Cartney told him it was a Housing Program rebate. Herringer asked about the payments to Kurth Surveying and Metro Utilities. Clark stated those were expenses for the Mady's property. Schmitt asked if the payment to Kelly Dunn was another rebate payment, and if it had anything to do with the flooding she had at the property. Cartney said it was a rebate payment for a roofing project she did, and was unaware of any flooding issues. Motion by Williams, seconded by Nawrocki, to waive the reading of Resolution 2013-03, there being an ample amount of copies available to the public. All ayes. MOTIONPASSED. Motion by Williams, seconded by Nawrocki, to approve the minutes and adopt Resolution 2013-03. All ayes. MOTIONPASSED. , 30 EDA Minutes Page 2 April 1,2013 EDA RESOLUTION 2013-03 RESOLUTION OF THE COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)APPROVING THE FINANCIAL STATEMENT FOR JANUARY AND FEBRUARY 2013 AND PAYMENT OF BILLS FOR THE MONTHS OF JANUARY AND FEBRUARY 2013. WHEREAS,the Columbia Heights Economic Development Authority(EDA) is required by Minnesota Statutes Section 469.096, Subd. 9,to prepare a detailed financial statement which shows all receipts and disbursements,their nature,the money on hand,the purposes to which the money on hand is to be applied,the EDA's credits and assets and its outstanding liabilities; and WHEREAS,said Statute also requires the EDA to examine the statement and treasurer's vouchers or bills and if correct,to approve them by resolution and enter the resolution in its records; and WHEREAS,the financial statement for the months of January and February 2013 has been reviewed by the EDA Commission; and WHEREAS,the EDA has examined the financial statements and finds them to be acceptable as to both fonn and accuracy; and WHEREAS,the EDA Commission has other means to verify the intent of Section 469.096, Subd. 9,including but not limited to Comprehensive Annual Financial Reports,Annual City approved Budgets,Audits and similar documentation; and WHEREAS,financials statements are held by the City's Finance Department in a method outlined by the State of Minnesota's Records Retention Schedule, NOW,THEREFORE BE IT RESOLVED by the Board of Commissioners of the Columbia Heights Economic Development Authority that it has examined the referenced financial statements including the check history, and they are found to be correct,as to fonn and content;and BE IT FURTHER RESOLVED the financial statements are acknowledged and received and the check history as presented in writing is approved for payment out of proper funds;and BE IT FURTHER RESOLVED this resolution is made a part of the permanent records of the Columbia Heights Economic Development Authority. Passed this I st Day of April 2013 31 EDA Minutes Page 3 February 4, 2013 BUSINESS ITEMS 4. Consider Sale of 4502 Washington Street Cartney explained that at the August 6, 2012 meeting the EDA directed staff to list four of the Scattered Site lots for sale on the City's webpage and to post signs on the lots. Included in the four lots was 4502 Washington Street. In the meantime staff was directed to seek professional services from realtors to list all the scattered site lots for sale(while keeping the four lots listed on the webpage and with signs for sale). In February 2013,the EDA interviewed Real Estate teams and narrowed it down to one team to sell the lots,to date a formal agreement is not in place with said Real Estate team,that is why this is being considered. Cory Mattson owner of 4500 Washington Street has proposed to purchase 4502 Washington Street from the EDA for $13,000.00. Mattson's backyard abuts the subject lot, he proposes to expand his backyard with this lot and combine the lots into one lot. The EDA purchased the 4502 Washington Street property in 2009 as part of the Scattered Site program for$35,000. The lot is 5,160 square feet. Overall the EDA has spent $46,086 on this property including the purchase, demo prep, and demolition. Staff seeks direction from the EDA on the proposed sale of this lot; it is a policy discussion for the EDA whether to sell this lot for$13,000 now and have the lot joined with the adjacent lot or to wait and list the lot for sale with the Real Estate Team for future development. If the EDA agrees to sell the lot to Mattson, a public hearing is required. Questions/comments from members: Nawrocki said he looked at the lot and noted it is a level lot that could easily be built on. He stated that if this vacant lot is allowed to be combined with the corner lot it will generate less tax revenue for the city. He said if we sell the lot on the scattered site contract we would get approximately$10,000 for the lot, which he doesn't think is a good price either. He told the other members that the County has placed an estimated market value of$29,200 on the lot. Schmitt asked about the size of the lot. Cartney responded that it is a 40 x 129 lot, or 5,160 sf. It can be built on because it is an existing platted lot. If newly platted,the minimum size for a buildable lot would be 70 feet wide or 6,500 s£ Peterson asked if Mattson combined the property with his own and later decided to split them again, could someone then build on the lot. Cartney stated that he would not be able to do so. Fehst stated the purpose of the scattered site district was to re-develop the properties. He stated that everyone knew going into this program that we wouldn't recoup our expenses on the sale of the lots,but on the future tax revenue generated by the new construction over time. He said the City has considered requests such as this in the past and have denied them for the same reasons. He noted the loss of $33,000 on this particular lot would never be made up with the taxes on the vacant piece once combined with the adjacent lot. He understands by joining the lots it would make the corner property more attractive and improve the neighborhood, but he pointed out, so would another new home in the neighborhood. 32 EDA Minutes Page 4 April 1, 2013 Peterson wants to eliminate blight and improve neighborhoods and this would make an attractive property. Cory Mattson was present and stated his house and fence are less than 5 years old and he plans on staying there long term to raise his family, and he is vested in the community as a member of the Fire Dept. He told the members he understands the profits to the City are less, but in the long run his investment and the improvements he has made are more beneficial to the neighborhood than another home that could be turned into rental like most of the neighborhood. He assured the Board he has no intention of building on that site and plans on using it as green space only. Williams asked how this would affect the price points of the other lots if we agree to this offer. He said in hindsight that he wouldn't have agreed to spend $46,000 to get$13,000 in return. He didn't think we should accept this offer as we would lose too much money and it is not fair to the other taxpaying citizens. Schmitt noted that other lots in that block are larger lots. She said Mattson's lot is small and he has no room to expand at all. She asked if it would affect the deal with the scattered site contract, that will be discussed later if we took this particular lot off the list. If it doesn't affect that contract, she was in favor of the sale to Mattson. Diehm stated that at one time the Board discussed the option to contact neighbors to see if the lots could be split and sold to them to create larger lots. She asked if the owners of 4504 Washington St would be interested in purchasing part of this lot. Mattson said 4504 is currently vacant and investors just purchased it and plan to rent it out. Cartney stated those investors did call about the lot(4502) and wanted to purchase it to construct a duplex on it. She stated the lot does not meet the requirements for construction of a duplex. Peterson knows we will lose money on all of the lots,but he sees it as an improvement to the neighborhood and he is in favor of the sale to Mattson. Herringer questioned how much tax would be generated for the city on a house that is valued at $160,000. There was some discussion on that estimate. He stated he understands Mattson's situation and he would make the same request in his position. Nawrocki said he knows improving neighborhoods is important,but notes that a new house will also improve the area, and generate more revenue at the same time. Diehm asked if we could exclude this property from the scattered site contract for the time being and make a decision on this at a later time. Cartney said out of respect to Mattson, a decision should be made as he has obtained financing to move forward with this. Motion by Nawrocki, seconded by Williams, to deny the request of Mattson to purchase the lot for $13,000. Roll call: ayes: Williams, Nawrocki Nays: Schmitt, Diehm, Herringer, Peterson. Motion failed. 33 EDA Minutes Page 5 April 1,2013 Fehst asked Clark what the County owned lots recently sold for. Clark stated they sold for$19,500. The properties were located at 38`h and Jackson, one on 5t' Street, and one on Madison St. He told members that a local builder, Value Homes, purchased the properties. He stated that they haven't built anything in the City before so we have no idea what they have planned for the lots. He said they can build any type of home they choose on the lots, as long as they meet minimum zoning and building code requirements, but we have no real control over the style or finishing. These lots were also valued in the $29,000 range. Motion by Williams, seconded by Nawrocki to split the loss and to sell the lotfor$29,500. Roll Calla Ayes-Williams, Nawrocki Nays—Schmitt, Diehm, Herringer, Peterson. Motion Failed. Herringer would like to see a negotiation between the two prices of$13,000 and $29,500. He would be in favor of something in the range of$16,000. Peterson asked Mattson if he would be willing to purchase the lot for$16,000. Mattson said he would agree to $15,000 so he would still have funds to landscape and fence in the empty lot. Motion by Herringer, seconded by Diehm to sell the parcel at 4502 Washington St. to Mattson for a price of$15,000. Roll Call:Ayes—Schmitt, Diehm, Herringer, Peterson Nays—Williams, Nawrocki MOTION PASSED. Clark reminded members they need to hold a Public Hearing to take formal action on the sale to Mattson. Motion by Herringer, seconded by Schmitt to calla Public Hearing for May 6, 2013, at 6:30 pm in Conference Room 1 to consider the sale of 4502 Washington Street NE. Roll Call: All ayes. MOTION PASSED. 5. Scattered Site Contract Cal they introduced John and Pete of Remax, and Peter from Timbercraft Homes. Sheila reminded members that in February the EDA interviewed four Real Estate teams in search of representation for the Scattered Site lots. The EDA decided to go with Pete Heryla and John Rockwell of Remax. Pete and John presented options with a builder for the lots where the builder would take down one lot and build a model home and then sell the lots with the options of the model home or someone could buy the model home and then the builder would buy another lot and do the same. This meeting is to review the process and what the builder is proposing for these lots. Pete and John have drafted a contract that the EDA attorney has reviewed. The EDA attorney also drafted a purchase agreement for the builder. The Program Guidelines that the EDA created are met with the builder's proposal,however with the two story model the floor area is not 1,020 square feet, but the finished area is. There are 5 items to discuss tonight in preparation for action at the May EDA meeting. 34 EDA Minutes Page 6 April 1, 2013 1. Does the EDA have any questions/comments regarding the language in the drafted agreements and contracts? Nawrocki wanted the contracts explained. Cartney explained the first one is the listing agreement to sell the lots to the builder. This is between the EDA and the realtors to broker the lots on our behalf. It is a standard listing agreement except for Addendum A which lists the price of the lots, with the exception of 4303 Reservoir Blvd., at $10,000 (which is what the Board needs to consider), along with the 10% commission fee and the broker fee if the property sells. Nawrocki expressed his opinion he thought the price point of$10,000 was too low. Clark asked Pete and John how they arrived at the $10,000 figure. John stated they took numerous items into account including: 1. Criteria set by the EDA regarding size, style, the number of BR, etc. 2. The need to meet price points that will sell on small lots in existing neighborhoods surrounded by older homes for the most part. He said they are aiming at$150,000- $160,000 selling price. 3. They took into consideration the overall economy of the residents and market values of the surrounding neighborhoods. He said they would like to build higher end homes,but they wouldn't sell in older neighborhoods. Herringer clarified that we are actually netting less than$10,000/lot. Clark stated that at these figures we would actually net around$7,000/lot. Nawrocki asked when they would take title to the property. Clark responded at the time the builder purchases the lot. Once the builder purchases the lot they would then enter into the Purchase and Redevelopment Agreement which is an agreement between the EDA and the Builder. He also noted that the Builder is agreeing to buy these lots"as is". Diehm asked what the term of the listing agreement is for. Clark told members that it would be set at 24 months. 2. Does the EDA agree with the lot prices presented? a. Things to consider in lot pricing: 1) water availability 2)retaining wall work Schmitt questioned what this is regarding. Cartney explained that all the lots have water service in the street, but half the lots need to re-size the new service connection and the piping from the main. She also said the two lots on Tyler need retaining wall work. The cost of these items could be $5,000-$6,000 per lot. Clark stated the Realtor has agreed to a price of$10,000 across the board (except the Reservoir Blvd. lot) even though some of the lots will result in extra costs to them. Clark noted that the County lots did not need these improvements, and therefore,the price points are somewhat closer taking this information into consideration. 35 EDA Minutes Page 7 April 1, 2013 Herringer asked how they were going to handle the sale of the lots to make sure that the Builder doesn't"cherry pick"the good lots and leave those needing extra work, then after the listing agreement runs out, we are left with those lots. Clark said that is why this is being discussed tonight and to get questions answered so that a policy can be established. He said staff is not making a recommendation one way or the other and the Board needs to set the policy and direction they want this to go in. Pete Heryla stated the price points are critical. He said they would probably start with a middle lot(not the most desirable and not one needing the most work). He said the plan would be to build a model home which he believes will sell quickly. Then others that are interested would be able to choose a lot to build on, or the builder would construct another model that would most likely sell. People tend to purchase something they can actually visualize for themselves. Clark asked if there was any validity to higher price points for the good lots and decrease the price of the lots needing extra work in order to protect ourselves from being left with those lots if the plan doesn't work to get them all sold and developed. Herringer asked if we are requiring too much house. Clark said that is a policy question for the Board. If you want more for the lot, then less will go into the construction of the house. Clark and Cartney both stated they don't think it is too much house. Most of the basics, such as square footage and garages, are already a requirement of our Ordinance. But they both felt a better constructed house with amenities to make it more attractive is more important and will make them sell better. Herringer, Williams, and Schmitt all agreed with this. Fehst said the County lots went for$19,500 but the construction on those lots will not necessarily meet the same guidelines the EDA has set for our lots. In our project we have some control over the square footage, the style of the home, the number of bedrooms, the number of windows, porches or other outside finishing that make them more attractive, etc. The homes built on the other three lots could be a simpler style with fewer windows, cheaper finishing inside and out, and with fewer amenities. As long as these houses meet our minimum zoning and building code requirements we have no right to dictate the amenities they add or don't add to make them more appealing to the neighborhoods. 36 EDA Minutes Page 8 April 1, 2013 3. Does the EDA agree with the two/three model homes presented? The members liked the design concepts presented by the builder. The Builder said he will submit final plans at the next meeting that will be similar to those included in the packets. He noted that he plans full unfinished basements and detached garages that weren't depicted on the plans in the packets. Nawrocki said there wouldn't be much backyard if these houses and garages were constructed on these small lots. Clark said we are trying to build the most house on the property that we can to encourage others in the neighborhood to improve their homes also. Clark went on to say this is not any different than the homes and garages that were previously on the sites. Many of the expansion homes or small ramblers exceed the square footage footprints of the houses proposed by the builder. This is something the City has had to deal with since the parcels were platted as 40 foot lots years ago. We are very limited as to what can be constructed on them and how much people will pay for homes on these lots. Nawrocki asked again about the price points of the proposed homes. The realtor told him the first model will be built with a price around $150,000. This leaves $10,000 for upgrades if buyers wish to make some, or for the additional expenses that are necessary for some of the lot improvements that would raise the price to approximately$160,000. 4. Does the EDA agree that by approving the models each house will be administratively approved except for the house constructed at Reservoir Blvd.? The Board generally agreed they liked the designs presented and that administrative approval is authorized,with the knowledge that the plan for the lot on Reservoir Blvd will be brought back to the Board at a later time. 5. Does the EDA want to remove 3853 3'd Street from the listing as it is zoned GB? Cartney explained the north end of this parcel touches the south end of the Root property. She said the question is do we want to include this in the scattered site construction program and re- zone it to use as residential or remove it from the program and deal with it later. It can always be re-zoned and used as residential at a later time or could be combined with adjacent properties and used for a future business site. The general consensus was to leave it off the scattered site redevelopment contract for now. 37 EDA Minutes Page 9 April 1, 2013 Clark stated the contract will come back to the Board in May for action according to the direction they expressed at this meeting. 6. Administrative Report There was nothing further to discuss. The next regular EDA meeting will be Monday,May 6,2013 at City Hall at 6:30 pm. The meeting was adjourned at 8:10 pm. Respectfully submitted, Shelley Hanson Secretary 38 HOUSING & REDEVELOPMENT AUTHORITY MINUTES OF THE MEETING OF JANUARY 22, 2013 1. Call to order—The meeting was called to order by Chair Diehm at 7:00 pm. Gary Peterson and Bruce Nawrocki took their Oath of Office. 2. Roll Call—Members present: Bruce Nawrocki, Gary Peterson, Donna Schmitt, Rheta Nelson, and Tammera Diehm. Members Absent: Bobby Williams Staff Present: Executive Director-Walt Fehst, Community Development Director-Scott Clark, Assistant Community Development Director-Sheila Cartney, and Secretary-Shelley Hanson Parkview/CommonBond staff: Lisa Wilcox-Erhart, Laura Frost, Jennifer Eells, and Jennifer Vota. 3. Pledge of Allegiance—Recited 4. Election of Officers- Motion by Peterson, seconded by Nawrocki to elect officers as follows: Chair-Diehm Vice Chair- Schmitt Secretary/Treasurer-Nawrocki All ayes. Motion Passed. CONSENT AGENDA 5. Approve Minutes from the meeting of October 23, 2012. 6. Approve Financial Report and Payment of Bills for October, November, and December 2012 on Resolution 2013-01. HRA RESOLUTION 2013-01 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING& REDEVELOPMENT AUTHORITY (HRA)APPROVING THE FINANCIAL STATEMENT FOR OCTOBER,NOVEMBER AND DECEMBER 2012 AND PAYMENT OF BILLS FOR THE MONTHS OF OCTOBER,NOVEMBER, AND DECEMBER 2012. WHEREAS,the Columbia Heights Housing and Redevelopment Authority(HRA) is required by Minnesota Statutes Section 469.096, Subd. 9,to prepare a detailed financial statement which shows all receipts and disbursements,their nature, the money on hand,the purposes to which the money on hand is to be applied,the HRA's credits and assets and its outstanding liabilities; and WHEREAS, said Statute also requires the HRA to examine the statement and treasurer's vouchers or bills and if correct,to approve them by resolution and enter the resolution in its records; and 39 HRA Minutes Page 2 January 22,2013 WHEREAS,the financial statement for the months of October,November and December 2012 and the list of bills for the months of October,November and December 2012 are attached hereto and made a part of this resolution;and WHEREAS,the HRA has examined the financial statement and the list of bills and finds them to be acceptable as to both form and accuracy. NOW,THEREFORE BE IT RESOLVED by the Board of Commissioners of the Columbia Heights Housing &Redevelopment Authority that it has examined the attached financial statements and list of bills,which are attached hereto and made a part hereof,and they are found to be correct, as to form and content;and BE IT FURTHER RESOLVED the financial statements are acknowledged and received and the list of bills as presented in writing are approved for payment out of proper funds; and BE IT FURTHER RESOLVED this resolution and attachments are to be made a part of the permanent records of the Columbia Heights Housing&Redevelopment Authority. Passed this 22nd day of January 2013. MOTION BY: Peterson SECONDED BY: Sclunitt AYES: All ayes Chair Attest by: Shelley Hanson, Secretary 7. Approving Depository and Signatories Clark explained this is an annual function decided at the first meeting of each year. RESOLUTION NO.2013-02 RESOLUTION DESIGNATING DEPOSITORY FOR THE COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY(HRA) WHEREAS,the City of Columbia Heights Housing and Redevelopment Authority(herein referred to as the "Corporation")has entered into a Management Contract with CommonBond Housing(herein referred to as "Management Company"), dated January 23,2008, and amended on November 9,2009 and extended on October 25,2011 and January 22,2013, and WHEREAS,by Minnesota Statutes the Corporation must establish a depository agency,and WHEREAS,the Corporation desires to have as authorized signatures both officers of the Corporation and the Management Company. 40 HRA Minutes Page 3 January 22, 2013 IT IS HEREBY RESOLVED,that Northeast Bank,is hereby designated as a depository of the funds of this corporation. IT IS FURTHER RESOLVED,that checks,drafts,or other withdrawal orders issued against the funds of this corporation on deposit with said bank shall be signed by at least two of the following: HRA Executive Director Management Company CEO Management Senior Vice President Management Director of Administration And that said bank is hereby fully authorized to pay and charge to the account of this Corporation any checks, drafts,or other withdrawal orders. BE IT FURTHER RESOLVED,that the Northeast Bank,is designated depository of the Corporation and it is hereby requested,authorized and directed to honor checks,drafts or other orders for the payment of money drawn in this Corporation's name, including those drawn to the individual order of any person or person whose name or naives appear thereon as signer or signers thereof,when bearing or purporting to bear the facsimile signatures of at least two of the following: Management Company CEO Management Company Senior Vice President Management Company Director of Administration And that Northeast Bank shall be entitled to honor and to charge this Corporation for all such checks,drafts or other orders,regardless of by whom or by what means the facsimile signature or signatures thereon may have been affixed thereto,if such facsimile signature resembles the facsimile specimens duly certified to or filed with the Bank by the City Clerk or other officer of this Corporation. BE IT FURTHER RESOLVED,that any and all resolutions heretofore adopted by the Corporation and certified to as governing the operation of the Corporation's account(s)with it,be and are hereby continued in full force and effect,except as the same may be supplemented or modified by the foregoing part of this resolution. BE IT FURTHER RESOLVED,that all transactions,if any relating to deposits,withdrawals,re-discounts and borrowings by or on behalf of this Corporation with said bank prior to the adoption of this resolution be, and the same hereby are,in all things ratified, approved and confirmed. BE IT FURTHER RESOLVED,that any bank or savings and loan located in the State of Minnesota may be used as depositories for investment purposes so long as the investments comply with authorized investments as set forth in Minnesota Statutes. BE IT FURTHER RESOLVED,that any brokerage firm located in the State of Minnesota may be used as a depository for investment purposes so long as the investments comply with the authorized investments as set forth in Minnesota Statutes. Passed this 22nd day of January,2013 Offered by: Peterson Seconded by: Schmitt Roll Call: All ayes Chair Shelley Hanson- Secretary 41 HRA Minutes Page 4 January 22,2013 Questions from members: Nawrocki asked if we are getting interest on our accounts at NE Bank. Frost said we do not get interest on the Checking Account but we do on the Reserve Accounts. He stated that he still believes an officer should also be required to sign all checks. He doesn't think that management personnel should be the only signature on the checks. Clark stated that is the way it was established when the contract was drawn up. He reminded members that anything over$15,000 requires Walt's signature and that all expenditures are reviewed by the Board on a quarterly basis. Wilcox-Erhart stated this is common practice at the other entities they manage. This allows them to conduct the day to day business and emergency expenses as they arise in a timely manner. Motion by Peterson, seconded by Schmitt, to approve the consent agenda items as listed. All ayes. MOTION PASSED. BUSINESS ITEMS 8. Report of the Management Company Lisa Wilcox-Erhart, Laura Frost and Jennifer Eells, from CommonBond, were present to answer any questions from the members. Frost gave a brief report. She stated we don't know exactly what the 2013 Capital Grant will be yet. It is usually awarded at the end of first quarter and should be approximately $19,000. We also don't know how much the operating grant will be for 2013. It could be as much as $30,000. Frost said the first floor modernization is moving forward. They took the HRA Board's and Aeon's recommendations to the architect from WAI. They are preparing the specs and will go out for bids in February and hope to begin the renovations in March. Frost also told the members that they have been notified that the Fire Panel for the buildings is outdated. They are operational for now,but are obsolete so repairs can no longer be made to the system. They are seeking bids for a new system. She said this was bid out a few years ago and the price at that time was around$80,000. Nawrocki asked what function the Fire Panel served. She explained that all smoke detectors and alarms are tied into the panel and if there is a fire it would activate the sprinkler systems. He asked what funds would be used to replace this system. She responded that it would probably have to come from several sources. If there are any funds leftover from the modernization project,they could be used, or they would have to look at the operating grant, the capital grant, or possibly a reserve account. Schmitt asked why the system wasn't replaced a few years ago when bids were taken. Staff said that would have to be researched as to why the Board did not proceed with the project at that time. Wilcox-Erhart gave a staffing update since Jennifer Eells is leaving at the end of the week. She stated that they have held interviews for the position of the on-site Manager and they will be offering the position to someone. Until she can start, Jennifer will be coming back one day a week, a roving Manager will be on site two days a week and Jennifer Vota will be present 5 days a week as before. Jennifer Eells thanked the residents and HRA Board and city staff for all their cooperation during her time at Parkview Villa. 42 HRA Minutes Page 5 January 22, 2013 9. Resident Council Minutes Leeann Miller is the new President of the Resident Council. She was introduced to members. She stated the only thing that has happened since she took office is some entertainment that took place this month for the residents. She said it wasn't very well attended, but was enjoyed by those who did. 10. Citizen Forum No one wished to speak at this time. 11. Management Contract with CommonBond Clark explained that the originally agreed to five year Management Agreement with Common-Bond is expiring on January 31, 2013.As such, CommonBond is seeking a one year management"extension" with the understanding that the sale of Parkview Villa will probably be occurring within this time line. As such, the attached resolution approves a new management period terminating on January 31, 2014 (with no increases) and that a 60 day termination notice can be given by the HRA at any time based upon the sale process. Staff recommends approval of Resolution 2013-03 as written. Question from members: The Board asked if this had been reviewed and agreed to by CommonBond. Clark responded that it had. Motion by Peterson, seconded by Schmitt, to waive the reading of Resolution 2013-03, there being ample copies available to the public. All ayes. MOTION PASSED. Motion by Peterson, seconded by Schmitt, to adopt Resolution 2013-03, being a Resolution of the Housing and Redevelopment Authority in and for the City of Columbia Heights, approving an extension of the CommonBond Housing Management Contract until January 31, 2014 for Management of Parkview Villa North and South. All ayes. MOTION PASSED. 43 HRA Minutes Page 6 January 22, 2013 HRA RESOLUTION 2013-03 EXTENSION OF COMMONBOND HOUSING MANAGEMENT CONTRACT UNTIL JANUARY 31, 2014 FOR MANAGEMENT OF PARKVIEW VILLA NORTH AND SOUTH WHEREAS,on January 23,2008 the City of Columbia Heights's Housing and Redevelopment Authority (HRA) approved a management agreement with CommonBond Housing(CommonBond)which included a provision for a five-year contract,and WHEREAS, the Department of Housing and Urban Development(HUD)denied the ability of the HRA to enter into a five-year contract based on a previously approved 1969 Annual Contributions Contract which limits all contracts to two years,and WHEREAS, in order to meet the spirit and intent of the originally approved five year contract both HUD and the HRA agreed to a management contract term of an initial two year period with three one-year extensions, and WHEREAS,this language is memorialized in Section 1.3 of the final and approved contract approved by the HRA on April 22,2008,and WHEREAS, a new contract period is desired with the understanding that the sale of the subject property is probable in 2013,and WHEREAS, the HRA is satisfied by the performance and competence of CommonBond and desire to extend the subject tern until the time of the sale; NOW THEREFORE BE IT RESOLVED, 1) The HRA approves a one-year management contract extension running from February 1, 2013 to January 31,2014 2) Section 10.2 shall be amended to read,"This Agreement shall be terminated upon the sale of the Premises or in the case of building demolition caused by natural or roan-made causes.In the case of sale, the Owner retains the rikht to give the Agent a 60 calendar day notice of termination at any point in the sales process.' 3) All other provisions of the contract dated April 22,2008 Management Agreement between CommonBond and the HRA remains in place. Passed this 22nd day of January 2013. MOTION BY: Peterson SECONDED BY: Schmitt Chair Attest by: Shelley Hanson,Recording Secretary 44 HRA Minutes Page 7 January 22,2013 12. Update from Aeon James Lehnhoff, the Sr. Developer from Aeon and Miranda Walker, Project Manager were present at the meeting to update the members on recent events. Lehnhoff said that they were awarded the 1.5 million dollar funding from MHFA to help with the gap financing. MHFA is very supportive of this project. Lehnhoff also told members that they held two meetings last week with residents to update them on the progress of the sale and to go over the general information notice that they had to give to residents again since the process to dissolve the PHA has changed. HUD required new signed slips since changing to a Voluntary Conversion Plan. The Voluntary Conversion Plan must prove to HUD through a cost analysis that it's more advantageous to HUD to convert these buildings. The Plan must detail the future use of the buildings and that they will be kept as affordable apartments. The Plan must provide an analysis of the market value, so the previous appraisal is being updated. This will also support the overall condition of the building to show its marketability. The Plan must detail the benefits to PHA such as the plans to remodel/update the building which will provide better housing options to the residents and its effect on the community as a whole. The Plan must also cover any relocation plans, however that is not applicable as Aeon has no plans to re-locate anyone. Once this Plan is submitted to HUD, they must review it. Lehnhoff still anticipates a closing before the end of the year. In the meantime, Aeon has hired architects and general contractors to coordinate future plans and renovations. During the next 4-5 months they will be assessing the condition of the units and what improvements will be needed. Lehnhoff said they are also assessing the support services that would benefit the residents. Clark stated that Aeon has also applied for a grant of HOME Funds through Anoka County. We should know their final decision by April. Nawrocki asked if any of the residents had any questions they haven't had answered. No one present had any concerns. Lehnhoff also encouraged residents to ask any questions of him or staff and he will do his best to answer them. He wants this to be an open process for all parties involved. 13. Call a Special Meeting for Monday,March 4, 2013 Clark explained the only item on the agenda will be the Amendment to the PHA and the Resolution for the Voluntary Conversion and Assessment Plan. We need to hold the meeting so the process can move along. We have to wait until the end of the comment period before holding a meeting, so this is the first available date to approve these items. The meeting is scheduled for 6:30 pm before the Council Work Session. 45 HRA Minutes Page 8 January 22, 2013 14. Other New Business Nawrocki asked whether there was any back up material for the meeting that will be held Thursday, January 24, 2013. Clark responded that this is not an HRA matter. He wanted to assure the residents present that the January 24th meeting has nothing to do with them or the sale. He then explained to Mr. Nawrocki that there is no backup material to give to members at this time. He told members that a small group of people will be making a presentation to discuss a conceptual idea, and how it could work, if the Council is interested in pursuing the idea further. No action will be taken at this meeting, they will just be asked to listen to see if this is a direction they may wish to consider further. Nawrocki asked who would be making this presentation. Clark told him Frank Dunbar from Dunbar Development—James Winkle from Amcon Construction—Stacie Kvilvang from Ehlers—and possibly an architect. Diehm stated the next regular meeting is scheduled for Tuesday, April 23rd, 2013. The meeting was adjourned at 7:50 pm. Respectfully submitted, Shelley Hanson Recording Secretary 46 HOUSING & REDEVELOPMENT AUTHORITY MINUTES OF THE SPECIAL MEETING OF MARCH 4,2013 1. Call to order—The meeting was called to order by Chair Diehm at 6:30 pm. Bobby Williams took his Oath of Office. 2. Roll Call—Members present: Bruce Nawrocki, Gary Peterson, Donna Schmitt, Bobby Williams, Rheta Nelson, and Tammera Diehm. Staff Present: Executive Director-Walt Fehst, Community Development Director-Scott Clark, and Assistant Community Development Director-Sheila Cartney. 3. Pledge of Allegiance—Recited PUBLIC HEARING 4. Amendment to the PHA Plan (including approval of Conversion Assessment and Conversion Plan) Resolution 2012-04 Clark explained that the next steps in the sale of Parkview Villa is for the HRA to take action on a Conversion Assessment and Conversion Plan,in addition to a PHA Plan Amendment stating that the aforementioned action will be implemented. The Conversion Plan is a second try at the dissolution of the Public Housing Agency contract with the Department of Housing and Urban Development(HUD). The bottom line summary of these actions is 1)A Conversion Assessment illustrates,by the use of a HUD matrix, that the cost of operating the units as tenant-based housing(meaning using project based section 8 as the form of assistance)is less than operating the facility as public housing with related assistance.The analysis,as shown on the Plan,illustrates a 11% cost saving to HUD 2)A Conversion Plan is the written process requirement for voluntary conversion of public housing to the voucher program described in item#1. The Plan describes the process,the maintaining of affordability,the use of net proceeds for renovation and the rationale for sale and conversion. Lastly,the other action is an amendment to the PHA Plan that simply states the above process.A 45 day review and comment period was held (the actual plan was reviewed at two community meetings)and no North residents formally commented on the Plan. One South resident did send a letter of inquiry and was responded to in kind. Staff recommends approval of the attached resolution.Note the resolution was developed through AEON'S attorney to be in an appropriate fonn that HUD will accept. The passage of this resolution approves the PHA amendment and also approves and requests submission of the Conversion Assessment and Plan. Questions/comments from members: Nawrocki questioned if this is the second attempt at the dissolution,when was the first attempt made?Clark reminded him we did a Section 18 disposition process and that HUD changed their policy so the application was withdrawn and another path was taken. Nawrocki again asked for an explanation regarding the reserve funds of Parkview if approximately$1.5 million will be received for the sale. Clark explained that part of the $1.5 million includes the fund balances from the south building(approx. $750,000). The reserves for the north building would go into the rehab of that building and is a consideration in the overall sales process. Nawrocki wanted to know exactly what the funds would be used for. Clark told him that is a discussion for a different meeting since they have limited time for this special meeting. 47 HRA Minutes Page 2 March 4,2013 Nawrocki wanted to know why the Resolution carne from Aeon's attorney. Clark told him that not many people have the expertise regarding HUD's dissolution process and for drawing up a Resolution that HUD will accept, and their attorney does. Nawrocki asked what Anoka County is giving us for this project? Clark stated that they have recommended giving Aeon some Home funds. Nawrocki then asked what the Resident Council's reaction was on this plan. Clark said they had no specific questions. Rheta Nelson stated that residents were not concerned with the details of the process. Nawrocki asked if this amendment changes what the Executive Director is allowed to sign off on. Clark told him clause#1 only pertains to minor changes, anything major would still be brought before the Board. Motion by Peterson, seconded by TFilliams, to waive the reading of resolution 2013-04 there being ample copies available to the public. All ayes. MOTIONPASSED. Motion by Peterson, seconded by Williams, to adopt Resolution 2013-04, approving Resolution of the Columbia Heights Housing and Redevelopment Authority Confirming Approval and Significant Amendment to 5-Year and Annual Plan. A 11 Ayes. MOTION PASSES. HRA RESOLUTION 2013-04 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING& REDEVELOPMENT AUTHORITY (HRA) CONFIRMING APPROVAL AND SIGNIFICANT AMENDENT TO 5-YEAR AND ANNUAL PHA PLAN WHEREAS, the Significant Amendment to 5-Year and Annual PHA Plan(the Amendment) provides for the voluntary conversion to vouchers of the 101-unit Parkview Villa North public housing development(the Development); and WHEREAS, the Amendment strikes current text in Section 7.0 of the 5-Year Plan for fiscal years beginning January 1, 2010 and the Annual Plan for the fiscal year beginning January 1, 2013 and substitutes the following: "The HRA is submitting a voluntary conversion to HUD for its 101 units of public housing under Section 22 of the United States Housing Act of 1937 and related requirements of the U.S. Department of Housing and Urban Development(HUD). The attached Conversion Assessment and Conversion Plan describe this action and the reasons for it. It is anticipated that,subject to fulfillment of all HUD requirements,the result will be a renovated development assisted by project-based vouchers with continued availability to current and future low-income households. In accordance with HUD requirements,the Conversion Assessment is submitted with the PHA's 5-Year and Annual Plan as amended by this Significant Amendment and the Conversion Plan is made part of the 5-Year and Annual Plan as amended by this Significant Amendment."; and WHEREAS, the Amendment's text was published for review and comment in the local newspaper and copies have been available for review at the local Public Library, administrative offices of the PHA,and the PHA development management office; and 48 HRA Minutes Page 3 March 4,2013 WHEREAS,HRA staff met with the Resident Council of the Development,which also serves as the Resident Advisory Board,to review the Amendment,the Conversion Assessment and the Conversion Plan and received no written comments;and WHEREAS,the Board of Commissioners has reviewed the Amendment,the Conversion Assessment and the Conversion Plan and supports the contemplated actions as the best means of utilizing the Development to further long-term affordable housing in Columbia Heights; NOW, THEREFORE BE IT RESOLVED,by the Board of Commissioners of the Columbia Heights Housing&Redevelopment Authority that: (1) the Amendment to the 5-Year and Annual Plan is adopted, provided that the Executive Director may make any necessary corrections or modifications to the Conversion Assessment and Conversion Plan prior to their submission to the U.S. Department of Housing and Urban Development (HUD); and (2) the Executive Director is authorized to take all actions necessary to provide for consideration and approval by HUD of the proposed voluntary conversion of the Development and otherwise to provide for the successful conversion,transfer of ownership and future use of the Development as proposed in the Conversion Assessment and Conversion Plan. ADOPTED THIS 4`h Day of March, 2013 MOTION BY: SECONDED BY: ROLL CALL: HOUSING &REDEVELOPMENT AUTHORITY Chair-Tammera Diehm Executive Director-Walter Fehst BUSINESS ITEM 5. Beautician Licensing Agreement Thespino Hamm, the beautician who worked at Parkview Villa for the past twenty years,retired at the end of January. The aforementioned position was not affiliated with the HRA in any employment sense. The role of the HRA was to give the beauty parlor space for no fee, in exchange for the service to the residents. Payments,bookkeeping and all aspects of the business were retained solely through the beautician, and this was memorialized in a contract that was signed in 2001. This service is important to the residents, and as such, staff wanted to get a new person in place immediately. Carmen Knake has done hair salon work in the community for over forty years and approached the staff regarding taking over this business, with the understanding that this would be a short term proposition due to the sale of the building. Staff had the HRA Attorney draft a new "Beautician Licensing Agreement" and all points have been agreed to by all parties. Ms. Knake is ready to take over immediately and has all of her insurances in place. 49 HRA Minutes Page 4 March 4, 2013 Staff recommends approval of the Agreement as written. Questions by members: Nawrocki asked if it was clear that this agreement would terminate at the completion of the sale. Clark stated, yes, it is detailed in the agreement and the new person is aware of this also. Motion by Peterson, seconded by Williams, to Approve "Beautician Licensing Agreement"Dated March 4, 2013, by and between the City of Columbia Heights Housing and Redevelopment Authority and Carmen Knake. All ayes. MOTION PASSED. Beautician Licensing Agreement This Licensing Agreement is made this 4th day of March, 2013, by and between the Housing and Redevelopment Authority of Columbia Heights (hereafter referred to as "the HRA")located at 590 40th Avenue NE, Columbia Heights, Minnesota 55421, and Carmen Knake (hereafter referred to as "Consultant") located at 965 40th Avenue NE, Columbia Heights. I. Obiectives The objectives of this agreement are as follows: Whereas, the HRA owns and manages multi-family housing facilities at 965 40'11 Avenue NE in Columbia Heights,Minnesota(hereafter referred to as"Parkview Villa"). Whereas, the HRA does not by its employees provide barber or beauty services for its residents at Parkview Villa, and desires to ensure that its residents have ready access to a licensed barber or beautician to maintain proper health and appearance on a regular basis; and Whereas, Consultant has the necessary qualifications and abilities to maintain a barber/beautician operation at Parkview Villa and is desirous of providing such an operation upon terms and conditions set forth below: Now therefore, in consideration of Consultant's use of the premises as well as the obligations outlined herein, it is hereby agreed by the parties as follows: II. Status of Parties The HRA and Consultant agree that their relationship is that of licensor/licensee and not of employer and employee or principal and agent. III. License Consultant is hereby licensed to provide barber and beautician services exclusively to residents of Parkview Villa on the premises as designated by the HRA. The barber and beautician services authorized by this agreement are limited to hair cutting and styling while expressly excluding other cosmetology services such as manicures, pedicures, facials, massages or any other services that beautify the skin or nails. The foregoing services will be conducted by the Consultant in a space designated by the HRA within Parkview Villa. Consultant will also be pennitted to conduct limited retail sales of hair products to the residents within the designated area. 50 HRA Minutes Page 5 March 4,2013 IV. Insurance Consultant shall purchase and maintain general commercial liability insurance to protect against claims for damages because of injury to persons or damage/destruction of any tangible property arising out of the performance of Consultant's obligations under this agreement. The base limits for the general commercial liability insurance policy shall be at least $1,000,000. Consultant shall provide the HRA with evidence of the foregoing insurance in the form of a certificate from the insurer no later than ten(10)days after the execution of this agreement as well as when reasonably requested by the HRA thereafter. Consultant represents to the HRA that Consultant has no employees and will not employee any other person during the tern of this agreement to provide the services at Parkview Villa as outlined herein. V. Credentials Consultant is responsible for insuring that appropriate licenses are obtained to render stated services at Parkview Villa. Consultant shall provide the HRA with a copy of said license at the start of the contract period and as updated thereafter. VI. Indemnity Consultant shall defend, indemnify, and hold the HRA harmless against any and all claims, liabilities, damages or judgments asserted against, imposed upon or incurred by Consultant that arise out of acts or omissions, including malpractice, negligence or breach of this agreement by Consultant or any of its employees, agents or representatives in the discharge of its or their professional responsibilities to a resident under this agreement. VII. Discrimination Consultant will comply with all laws regarding discrimination on the basis of race, color, creed, religion, national origin, sex, sexual orientation, marital status, status with regard to public assistance, membership or activity in a local commission,disability or age. VIII. Confidentiality Consultant agrees to comply with the Minnesota Government Data Practices Act (the "Act") and all other applicable state and federal laws relating to data privacy or confidentiality. Contractor will immediately report to the HRA any requests from third parties for information relating to this Agreement, or the services provided hereunder. The HRA agrees to promptly respond to inquiries from the Consultant concerning data requests. All data created, collected, received stored, used, maintained or disseminated by Consultant in performing its obligations is subject to the requirements of the Act, and Consultant must comply with the requirements of the Act as if Contractor was a government entity. Any information regarding residents, clients, and the business of the HRA is considered confidential and must not be shared outside of the context of the service rendered or amongst residents living in Parkview Villa. IX. Consultant Obligations A. Provide barbering and/or beautician services to any finale or female resident of Parkview Villa requesting same,upon a schedule or regular business hours sufficient to handle such requests. 51 HRA Minutes Page 6 March 4,2013 specific services to include but not limited to: shampoos,shampoo sets,haircuts,permanents,rinses, hair coloring, styling, etc. The barber and beautician services authorized by this agreement do not include other cosmetology services such as manicures, pedicures, facials, massages or any other services that beautify the skin or nails. (Consultant will not be required to provide services to a resident whose account with Consultant is in arrears,if applicable). B. Limit said treatment solely to residents of Parkview Villa and conduct no other business on the premises for other individuals. C. Furnish all supplies, tools, and items not otherwise provided by the HRA hereunder, necessary to conduct such operation in a professional manner, at Consultant's sole expense, specifically: shampoo, rinse/conditioner, hair rinse or colors, permanent solutions, curlers, curling irons, blow dryers,brushes, combs, clips,cleaning solutions and supplies. D. Post at all tunes, in a conspicuous place, Consultant's current charges for various services offered. Any change in charges must be pre-approved by the HRA. E. Comply in all aspects with standards and requirements of applicable State authority as to practices, procedures and conditions of the operation of barber/beauty shops. F. Arrange for qualified substitute personnel to maintain continuous operation in the event the Consultant is unavailable to operate shop on a regular basis, due to vacation, sickness, leave of absence or otherwise until Consultant's return. G. Follow State and Federal Resident Rights, State and Federal regulations related to infection control, MN Vulnerable Adult Law, and Parkview Villa Policies and Procedures. H. Sanitize all equipment(curlers, combs,brushes, etc.)after each such use in an approved disinfecting solution. As well as the laundering of any towels or linens used in conjunction of rendered services. I. Maintain the work area, work station and supply storage areas in a clean and orderly manner at all tunes. J. Consultant will be held accountable and responsible for damages incurred to the HRA's property and/or equipment as a result of willfulhnalicious conduct with the intent to damage or damage incurred as a result of Consultant's negligent conduct. K. Consultant shall be solely responsible for the preparation of billing statements and collection of funds due from residents or clients for professional services rendered. The HRA shall not be responsible for any uncollectible accounts. L. Consultant's commerce to be limited to only customary barber/beauty services as outlined herein along limited retail sale of hair products. Consultant will not engage in any other business, trade or practice nor conduct marketing or sales for any other business,trade or practice while on the HRA's site. M. Consultant may market barber/beauty services that are offered by Consultant to the Parkview Villa residents. All marketing materials, communications, etc.will be produced and distributed at 52 HRA Minutes Page 7 March 4,2013 Consultant's expense. Marketing materials as well as means of distribution must be approved by the HRA prior to commencement of any marketing activities. O. Strictly comply with the HRA's non-smoking policy at Parkview Villa. X. HRA Oblizations A. Space for Services The HRA agrees to provide Consultant with a designated space within Parkview Villa to adequately fulfill Consultant's obligations to provide barber and beautician services under this agreement. The HRA shall also provide necessary heating, air conditioning, water and electrical supply. The HRA also agrees to provide Consultant with the fixtures, items of equipment, and furnishings described in the attached Exhibit "A". B. Supplies The HRA agrees to provide housekeeping services(floor care),maintenance services and office services (photocopying,faxes,etc.)within the space provided to Consultant for. C. Maintenance The HRA shall maintain designated space, fixtures and furnishings in good repair and working order, and provide necessary janitorial work. Consultant shall promptly report to the HRA any equipment or fixtures that are in need of repair. XI. Term of Agreement 1. This agreement will commence on the _ day of , 2013, and shall be in existence for a period of one year from and after the commencement date. Thereafter, this agreement will automatically renew on each anniversary date unless terminated by either party hereto. 2. This agreement may be terminated, at any time, by either party upon a written 30-day notice to the other party. 3. This agreement may be terminated immediately by the HRA upon written notice to the Consultant in the event the health or safety of any resident of Parkview Villa deemed to be at risk. XII. Delegation/AssiLynment Neither party hereto shall delegate responsibilities nor assign rights acquired hereunder without the prior written approval of the other party. XIII. Amendments No amendments may be made to this agreement except in writing and executed in the same manner as this agreement. 53 HRA Minutes Page 8 March 4, 2013 XIV. Notices Any notice or demand authorized or required under this Agreement shall be in writing and shall be sent by certified mail to the other party as follows: To Consultant: To the HRA: HOUSING AND REDEVELOPMENT AUTHORITY OF COLUMBIA HEIGHTS By: By: Its: Its: Date: Date: CONSULTANT By: Its: Date: Exhibit A Fixtures, items of equipment, furnishings located in the barber/beauty shop at Parkview Villa that are the property of the HRA include the following: Ouantity Description 2 Each Chair with Hairdryer attached 1 Each Beauty Chair It is agreed between the undersigned that the equipment described above is the property of HRA. HOUSING AND REDEVELOPMENT AUTHORITY OF COLUMBIA HEIGHTS By: By: Its: Its: Date: Date: CONSULTANT Date: 54 HRA Minutes Page 9 March 4,2013 Diehm stated the next regular meeting is scheduled for Tuesday, April 23rd,2013. The meeting was adjourned at 6:45 pm. Respectfully submitted, Sheila Cartney Acting Secretary 55 COLUMBIA HEIGHTS - CITY COUNCIL LETTER Meeting o£ May 13, 2013 AGENDA SECTION: Consent ORIGINATING DEPARTMENT: CITY MANAGERS NO: CITY MANAGER APPROVAL ITEM: Adopt Res. 2013-32 Council BY: Walt Fehst BY: G meeting date May 2013 DATE: May 1, 2013 DAT NO: Back rg ound: The regularly scheduled May City Council meeting date is May 27, 2013. This is the observed Memorial Day holiday. In the past years, the City Council has chosen to move the meeting to the following Tuesday. Recommendation: • Reschedule the Monday, May 27, 2013 City Council meeting to Tuesday, May 28, 2013. Recommended Motion: MOTION: Move to waive the reading of Resolution No. 2013-32, there being ample copies available to the public. MOTION: Move to adopt Resolution 2013-32, being a Resolution rescheduling the Monday, May 27, 2013 City Council meeting to Tuesday, May 28, 2013. COUNCIL ACTION: 56 RESOLUTION NO.2013-32 BEING A RESOLUTION RESCHEDULING THE CITY OF COLUMBIA HEIGHTS REGULAR CITY COUNCIL MEETING OF MONDAY,MAY 27, 2013 WHEREAS: The City of Columbia Heights offices are closed on Monday, May 27, 2013 in observance of Memorial Day; and WHEREAS: The City Council has agreed to reschedule the regular Council meeting to Tuesday,May 28, 2013 beginning at 7:00 p.m. in the City Council Chambers; NOW, THEREFORE,BE IT RESOLVED, that all interested parties be advised of this change. Passed this 13th day of May 2013 Offered by: Second by: Roll call: Mayor Gary L. Peterson Attest: Tori A. Leonhardt City Clerk/Council Secretary 57 CITY COUNCIL LETTER MEETING OF: MAY 13, 2013 AGENDA SECTION: CONSENT ORIGINATING DEPT: CITY MANAGER NO: FINANCE APPROVAL ITEM: RESOLUTION NO. 2013-33 BY: JOSEPH KLOIBER BY: RECLASSIFY A PROJECT BUDGET FROM GENERAL GOVERNMENT BUILDINGS DATE: MAY 8, 2013 FUND 411 TO CENTRAL GARAGE FUND 701 Background With Resolution 2011-149, the City Council appropriated $144,000 from General Government Buildings Fund 411 for certain improvements to the Municipal Service Center. These improvements include: • Covering materials stored outdoors, as required under new storm water permit • Drainage improvements, as required under new storm water permit • Exterior lighting for safety • Structural repair to shop floor A portion of this project is now underway,but no payments have been issued yet. Analysis It has come to staff's attention that there is sufficient fund balance available within Central Garage Fund 701 to pay for this project. When two funding sources are available for the same project, City policy is to use the more restricted funding source. Thereby, one preserves the more flexible funding source for a wider range of possible future use. The total available fund balance in Central Garage Fund 701 is approximately $400,000. Although there are various upcoming demands on this fund balance, using $144,000 of it for this project is reasonable, as this fund is used only for the Municipal Service Center. The General Government Buildings Fund 411, despite having approximately $1 million in available fund balance, is the only resource at this time for capital improvements to any city building. For these reasons, it would be both prudent and consistent with City policy to change the budget authorization for this project from Fund 411 to Fund 701. Recommendation Staff recommends the City Council adopt the following motions. RECOMMENDED MOTION: Move to waive the reading of Resolution 2013-33 there being ample copies available to the public. RECOMMENDED MOTION: Move to adopt Resolution 2013-33 being a resolution to reclassify a project budget from General Government Buildings Fund 411 to Central Garage Fund 701 JK CouncilLetter Res2013_31docx Attachments 58 RESOLUTION NO. 2013-33 RECLASSIFY A PROJECT BUDGET FROM GENERAL GOVERNMENT BUILDINGS FUND 411 TO CENTRAL GARAGE FUND 701 WHEREAS,the City of Columbia Heights, by its adoption of budget resolution 2011-149, has appropriated $144,000 from the General Government Buildings Fund 411 for a certain capital improvement project at the Municipal Service Center; and Said project includes covering materials stored outdoors, drainage improvements, exterior lighting, and structural repair to shop floor; and WHEREAS, the City of Columbia Heights at this time has sufficient financial resources available in Central Garage Fund 701 to fund this project; and WHEREAS, the purpose of Central Garage Fund 701 is specifically for the repair and improvement of the Municipal Service Center; and WHEREAS, the purpose of the General Government Buildings Fund 411 is for improvement to any and all city buildings; NOW, THEREFORE,BE IT RESOLVED that the $144,000 budget authorization for this project be reclassified from the General Government Buildings Fund 411 to the Central Garage Fund 701. Passed this 13th day of May, 2013 Offered by: Seconded by: Roll Call: Mayor Gary Peterson Tori Leonhardt, City Clerk/Council Secretary 59 CITY COUNCIL LETTER Meeting of: May 13,2013 AGENDA SECTION: CONSENT AGENDA ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: APPROVE PERMITS FOR THE 2013 JAMBOREE BY: Kevin Hansen BY: W* DATE: May 6,2013 DAT The City of Columbia Heights Jamboree will be held from June 26 through June 30 this year. The carnival,operated by Family Fun Shows,Inc.,usually arrives a day or two before for set-up,which will require the closing of Jefferson Street on Tuesday afternoon,June 25. Staff is requesting permission to close Huset Parkway from the alleyway on the north end of Huset Park to the south roundabout. Other arrangements are made with various City departments,including the license application,payment of necessary license fees and permits,and that the required damage deposits are submitted. The annual Jamboree Parade will be held on Friday,June 28,2013,beginning at 6:00 PM. The parade route will begin on Central Avenue at 45th Avenue to 40th Avenue;west on 40th Avenue to 5th Street and 5th Street to Mill Street. Staff is recommending that the City Council authorize the Police Department to issue a parade permit for the Jamboree Parade. Staff is also requesting to waive the Fire Department permit fees for firework displays in the amount of$50.00. RECOMMENDED MOTION: Move to authorize staff to close Huset Parkway for the time period from Tuesday afternoon,June 25 through Sunday,June 30,2013. RECOMMENDED MOTION: Move to authorize the Police Department to issue a parade permit for the Jamboree Parade to be held on Friday,June 28,2013 beginning at 6:00 PM for the following streets: Central Avenue from 45th Avenue to 40th Avenue,west on 40`h Avenue to 5th Street and 5th Street to Mill Street. RECOMMENDED MOTION: Move to authorize fireworks at dusk on Saturday,June 29,2013 and to waive the Fire Department fireworks display permit fee. KH:sms COUNCIL ACTION: 60 COLUMBIA HEIGHTS CITY COUNCIL LETTER Meetin of May 13, 2013 AGENDA SECTION: Consent ORIGINATING DEPARTMENT: CITY MANAGER'S NO: Community Development APPROVAL ITEM: Conditional Use Permit for a school at BY: Sheila Cartney First Lutheran Church-1555 40th Ave DATE: May 9, 2013 BACKGROUND: First Lutheran Church is requesting a Conditional Use Permit(CUP)to allow a Charter School in the R-1 Zoning District.If approved the school will start out with three kindergarten classes of sixty-six students (twenty-two students in each class) then increase each year by sixty-six students until 2015 when they will have three kindergarten classes,three first grade classes,and three second grade classes(one hundred and ninety-eight students)using nine or ten classrooms.First Lutheran Church was originally Silver Lake Elementary school and is designed for a school use. There are two hundred and six parking stalls available at the site. Adding of the new school only require twenty-three stalls which can be accommodated by the parking lot.The church and the school will share the choir room,gym, and Martin Luther Hall. School will be in session from August 15th through June 15th RECOMMENDATION: The Planning and Zoning Commission held a Public Hearing on May 7, 2013 and recommended approval with two conditions listed in the staff report. RECOMMENDED MOTION: MOTION: Move to waive the reading of Resolution 2013-30, there being ample copies available to the public. MOTION: Move to adopt Resolution 2013-30 approving a Conditional Use Permit for First Lutheran Church to allow a Charter School at 1555 40th Avenue, subject to two conditions listed. Attachments:Resolution 2013-30,Planning Report COUNCIL ACTION: 61 RESOLUTION NO. 2013-30 RESOLUTION APPROVING A CONDITIONAL USE PERMIT FOR FIRST LUTHERAN CHURCH TO ALLOW A CHARTER SCHOOL AT 1555 40TH AVENUE NE IN THE CITY OF COLUMBIA HEIGHTS,MINNESOTA WHEREAS,a proposal(Case#201-0501)has been submitted by First Lutheran Church to the City Council requesting a conditional use permit from the City of Columbia Heights at the following site: ADDRESS: 1555 --40th Avenue NE LEGAL DESCRIPTION: On file at City Hall. THE APPLICANT SEEKS THE FOLLOWING PERMIT: A Conditional Use Permit per Code Section 9.109 (3)(c), to allow a school, public or private, K-12 in the R-1 Single Family Residential District for the property located at 1555 40th Avenue NE. WHEREAS, the Planning Commission has held a public hearing as required by the City Zoning Code on May 7, 2013; WHEREAS, the City Council has considered the advice and recommendations of the Planning Commission regarding the effect of the proposed conditional use permit upon the health,safety,and welfare of the community and its Comprehensive Plan, as well as any concerns related to compatibility of uses,traffic,property values,light,air,danger of fire,and risk to public safety in the surrounding areas; and NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Columbia Heights after reviewing the proposal,that the City Council accepts and adopts the following findings of the Planning Commission: 1. The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator. 2. The use is in harmony with the general purpose and intent of the Comprehensive Plan. 3. The use will not impose hazards or distributing influences on neighboring properties. 4. The use will not substantially diminish the use of property in the immediate vicinity. 5. The use will be designed, constructed, operated and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. 6. The use and property upon which the use is located are adequately served by essential public facilities and services. 7. Adequate measures have been or will be taken to minimize traffic congestion on the public 62 Resolution No. 2013-30 Page 2 streets and to provide for appropriate on-site circulation of traffic. S. The use will not cause a negative cumulative effect,when considered in conjunction with the cumulative effect of other uses in the immediate vicinity. 9. The use complies with all other applicable regulations for the district in which it is located. FURTHER,BE IT RESOLVED,that the attached conditions,maps, and other information shall become part of this permit and approval;and in granting this permit the city and the applicant agree that this permit shall become null and void if the project has not been completed within one 1 calendar year after the approval date, subject to petition for renewal of the permit. CONDITIONS ATTACHED: 1. The number of classrooms is limited to 10 2. If parking becomes an issue the applicant shall submit a transportation plan to staff to address parking alternatives. Passed this 13`h day of May, 2013 Offered by: Seconded by: Roll Call: Ayes: Nays: Mayor Gary L. Peterson Attest: Tori Leonhardt City Clerk/Council Secretary 63 i CITY OF COLUMBIA. HEIGHTS PLANNING REPORT CASE NUMBER: 2013-0501 DATE: May 7, 2013 TO: Columbia Heights Planning Commission APPLICANT: First Lutheran Church i LOCATION: 1555--40th Avenue NE i REQUEST: Conditional Use Permit for Charter School i PREPARED BY: Sheila Cartney, Assistant Community Development Director i INTRODUCTION At this time First Lutheran Church is requesting a CUP per Code Section 9.109 (3)(c) to allow a Charter School in the R-1 Zoning District. The church will continue their operations as usual. COMPREHENSIVE PLAN The Comprehensive Plan designates this area for Religious Institution. A school inside a religious institution meets the spirit and intent of the Comprehensive Plan. ZONING ORDINANCE The property located at 1555 —40th Avenue NE is zoned R-1, Single Family Residential, as are the properties to north, east and west. The properties to the south are zoned R- 2A, One and Two family residential and Park and Open Space. Schools are permitted as a Conditional Use Residential Districts. PROPOSAL The applicant is proposing to add a charter school to their location. If approved the school will start out with three kindergarten classes of 66 students (22 students in each class) then increase each year by 66 students until 2015 when they will have 3 kindergarten classes, 3 first grade classes and 3 second grade classes (198 students) using 9 or 10 classrooms. First Lutheran Church was originally Silver Lake Elementary school and is designed for a school use. There are 206 parking stalls available at the site. Adding of the new school only require 23 stalls which can be accommodated by the parking lot. The church and the school will share the choir room, gym, and Martin Luther Hall. School will be in session from august 15 through June 15th f May 7, 2013 City of Columbia Heights Planning Commission Case # 2013-0501 First Lutheran Church i FINDINGS OF FACT Section 9.104 (H) of the Zoning Ordinance outlines nine conditions that must be met in order for the City Council to grant a Conditional Use Permit. They are as follows: (a) The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator. Schools, public or private, K-12 are specifically listed as a Conditional Use in the R-1, Single Family District. (b) The use is in harmony with the general purpose and intent of the Comprehensive Plan. The Comprehensive Plan designates this area for Religious Institution. The proposed use is not changing the current use, rather just adding to it. A church and school are both in harmony and meet the general intent of the Comp Plan. (c) The use will not impose hazards or disturbing influences on neighboring i properties. r The proposed use as a school will not impose hazards or disturbing influences i on neighboring properties. The subject property was originally built as a school. There is more than enough room at the church to accommodate the schools classroom needs and parking needs. (d) The use will not substantially diminish the use of property in the immediate vicinity. The use of property in the immediate vicinity will not be diminished by adding a small charter school to the church. (e) The use will be designed, constructed, operated and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. There will be no physical changes to the appearance of the existing building to accommodate the school. (f) The use and property upon which the use is located are adequately served by essential public facilities and services. This is correct. Page 2 65 I City of Columbia Heights Planning Commission May 7, 2013 First Lutheran Church Case # 2013-0501 C Adequate measures have been or will be taken to minimize traffic(g) Adeq congestion g on the public streets and to provide for appropriate on-site circulation of traffic. As stated before the original use of the subject site was for a school, at which time the parking was built appropriately. One performance standard for a school is that the school be served by a major collector or higher classification roadway, 40th Avenue meets this requirement. (h) The use will not cause a negative cumulative effect, when considered in conjunction with the cumulative effect of other uses is the immediate vicinity. i Considering the church was previously a school there should be no negative cumulative effect. i (i) The use complies with all other applicable regulations for the district in which i it is located. i This is correct. 1 RECOMMENDATION Staff recommends approval of the proposed CUP for a school located at 1555 40th Ave NE. Motion: The Planning Commission recommends that the City Council approve the Conditional Use Permit for a school located at 1555 40th Avenue subject to certain conditions of approval that have been found to be necessary to protect the public interest and ensure compliance with the provisions of the Zoning and Development Ordinance, including: 1. The number of classrooms is limited to 10 2. If parking becomes an issue the applicant shall submit a transportation plan to staff to address parking alternatives ATTACHMENTS • Draft Resolution • Location Map • Narrative • Interior Plan Page 3 66 i RESOLUTION NO. 2013-30 RESOLUTION APPROVING A CONDITIONAL USE PERMIT FOR FIRST LUTHERAN CHURCH TO ALLOW A CHARTER SCHOOL AT 1555 40TH AVENUE NE IN THE CITY OF COLUMBIA HEIGHTS, MINNESOTA WHEREAS,a proposal(Case 4201-0501)has been submitted by First Lutheran Church to the City Council requesting a conditional use permit from the City of Columbia Heights at the following site: ADDRESS: 1555 --40t"Avenue NE I LEGAL DESCRIPTION: On file at City Hall. THE APPLICANT SEEKS THE FOLLOWING PERMIT: A Conditional Use Permit per Code Section 9.109 (3)(c), to allow a school, public or private, K-12 in the R-1 Single Family Residential District for the property located at 1555 40t11 Avenue NE. WHEREAS, the Planning Conunission has held a public hearing as required by the city Zoning Code on May 7,2013; I WHEREAS, the City Council has considered the advice and recommendations of the Planning Commission regarding the effect of the proposed conditional use permit upon the health,safety,and welfare of the conunlurdty and its Comprehensive Plan, as well as any concerns related to compatibility of uses,traffic,property values,light,air,danger of fine,and risk to public safety in the surrounding areas; and NOW,THEREFORE, BE IT RESOLVED by the City Council of the City of Columbia Heights after reviewing the proposal,that the City Council accepts and adopts the following findings of the Planning Commission: 1. The use is one of the conditional uses listed for the zoning district in which the property is located, or is a substantially similar use as determined by the Zoning Administrator, 2. The use is in harmony with the general purpose and intent of the Comprehensive Plan, 3. The use will not impose hazards or distributing influences on neighboring properties. 4. The use will not substantially diminish the use of property in the immediate vicinity. 5. The use will be designed, constructed, operated and maintained in a manner that is compatible with the appearance of the existing or intended character of the surrounding area. t 6. The use and property upon which the use is located are adequately served by essential public facilities and services. 67 i Resolution No. 2013-30 Page 2 7. Adequate measures have been or will be taken to minimize traffic congestion on the public streets and to provide for appropriate on-site circulation of traffic. I 8. The use will not cause a negative cumulative effect,when considered in conjunction with the cumulative effect of other uses in the immediate vicinity. 9. The use complies with all other applicable regulations for the district in which it is located. TURTIIER, BE IT RESOLVED, that the attached conditions,maps, and other information shall E become part of this permit and approval;and in granting this permit the city and the applicant agree that this permit shall become null and void if the project has not been completed within one 1 calendar year after the approval date, subject to petition for renewal of the permit. 3 CONDITIONS ATTACHED: f 1. The number of classrooms is limited to 10 2. If parking becomes an issue the applicant shall submit a transportation plan to staff to address parking alternatives. I I { Passed this 13 u,day of May, 2013 Offered by: Seconded by: Roll Call: Ayes: Nays: Mayor Gary L. Peterson Attest: f Tori Leonardt City Clerk 68 m Zti84 2484 Ln M 9284 — 6284 8284 `r 4284 -- - d' 6484 M 4z94 ON N ti 4484 m rn rn 0) � 8� r �L d' Ln -7: ....... .... r 1 � 1 ti n Nt N Uy �Q M M M M M M d' h N M r C r c co LO ,r .J co= Y t : os, M i to fI in M 14 _ C b 0o Y �j�6 y0 "' > =- � DEb4 ,C° ti _ P* tip `ar .• .. � '''° ��h 94b4 0444 9444 1 a044 sav4 �L�y� b`O LOb4 h 0046 {q f N 1355 99£4 EZ£4 '� 1351 1334 sist Aso, co tk C �0 M Lo I✓ J x iL SM 00 i.r r se .srrr✓„'xz'pux TAT`-'nqa "✓,r,,,,.z ^ry� �6 4ZU M to LO C 33 lk Za C O w R 1 { 1x18 5424 vgr 69 Fm 6 L.IrSt Columbia Heights, MN Lutheran Church 1555 40th Avenue N.E.,ColumUle Heights,MN 554E1 781788.9653 www.flcch.org C CONDITIONAL USE APPLICATION FOR FIRST LUTHERAN CHURCH OF COLUMBIA HEIGHTS MARCH 2013 E The intended use of the property is for a charter school to lease space at First Lutheran Church. I The charter school will use up to 10 classrooms(see attached), 4 offices and share with First Lutheran use of the fellowship hall,gym and choir room. Their school hours would be 7 am to 3:30 pm, Monday through Friday, August 15 to June 15 each year. i i Beginning in August 2013, the Charter School will have 66 kindergarten students in 3 classrooms. The following year an additional 66 kindergarten students would be enrolled and in 2013 another 66 students would be added. At that time there would be 3 Kindergarten classes, 3 first grade classes and 3 second grade classes using 9 or 10 classrooms. In 2013,the charter school would have a principal, 3 teachers, 3 or 4 helpers. By 2015,there would be approximately 20 employees—principal,teachers and helpers. Our parking lot has 206 parking spaces. See attached site plan. Property Owner Signature: On Behalf of First Lutheran Church (see attached Corporate Resolution) Julie Joh s, n Business A ministrator March 18, 2013 70 '1 rt 5 N I C�QQ L O ❑ i LL. 1 {• 3 BSI-.,t ib 6pQ x`'.11 �y7 T a rr fS Ln {t. — ❑ 7 eA N Cf) ~ z 71 CITY COUNCIL LETTER Meeting of: ay 13 2013 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS f� ITEM: CAPITAL EQUIPMENT REPLACEMENT I BY: Kevin Hansen Lauren BY: OF UNIT#110: 1992 COMBINATION SEWER McClanahan, Steve Synowczynski DATE: CLEANING MACHINE FROM THE STATE OF DATE: 5/2/2013 MINNESOTA PURCHASING CONTRACT Background: Public Works currently operates a combination sewer cleaning machine(Vactor 2100 series)designed to clean the city sewer lines with a hydraulic j et and then vacuum debris that is removed from the sewer lines out of the manholes and into a storage vessel that is mounted on the truck. Columbia Heights purchased its first combination sewer cleaning machine in 1970. This machine was replaced in 1992 with our current sewer cleaning machine. Unit #110 is a 1992 Vactor 2100 series mounted on a 1992 Ford LN 8000 tandem axle chassis purchased in 1992 for$128,237. Unit #110 is the primary piece of equipment used to maintain the storm sewer and sanitary sewer collection systems. It is 21 years old with 15,500 miles recorded. Since July of 2001,which is as far as the maintenance records go back,$82,600 has been spent on repair,parts and labor. The Vehicle Maintenance Supervisor has rated the body condition as fair to poor with some rust and the mechanical condition is significantly declining. One of the most important considerations is that it is extremely difficult to locate parts for this particular model of Vactor due to its age. The 2013 Capital Equipment Replacement budget allocated$350,000 split between sanitary sewer,water,and storm sewer for the replacement of Unit#110. Analysis/Conclusions: During the life of this machine, and particularly in the last 10 years, state and federal regulations concerning the maintenance of sanitary sewer and storm sewer collection systems and the location of underground utilities have become significantly more stringent and time consuming. With the goals of compliance with state and federal regulations, improved maintenance of an ever-aging infrastructure system, and reducing costs associated with emergency repairs, the city has been replacing utility maintenance equipment to make use of new maintenance and safety technology. The replacement of Unit #110 will provide the ability to improve sanitary and storm sewer maintenance, pot hole to confirm the location of underground utilities, and dewater water main break excavations. Based on these regulations and Public Works goals, projected usage is divided as follows: sanitary sewer 55%, storm sewer 35%, water 5%, underground locates 5%. Staff recommends replacement of Unit #110 tandem-axle combination sewer cleaning machine with a single-axle combination sewer cleaning machine off of the State of Minnesota purchasing contract. State pricing for the three available vendors is listed below. Staff recommends disposal of Unit#110 by trade-in to obtain the highest value. 1. Vactor 2100 Plus PD $306,930 -includes trade-in 2. VacCon PD $305,562 - includes trade-in 3. GapVax PD $324,208 - includes trade-in Page Two 72 CITY COUNCIL LETTER Meetin2 of. Ma 13 2013 AGENDA SECTION: CONSENT ORIGINATING DEPARTMENT: CITY MANAGER NO: PUBLIC WORKS ITEM: CAPITAL EQUIPMENT REPLACEMENT BY: Kevin Hansen, Lauren BY: OF UNIT#110: 1992 COMBINATION SEWER McClanahan, Steve Synowczynski DATE: CLEANING MACHINE FROM THE STATE OF DATE: 5/2/2013 MINNESOTA PURCHASING CONTRACT Staff recommends purchasing the Vactor 2100 Plus Positive Displacement combination sewer cleaning machine due to the following reasons: • History: The city has owned Vactor combination sewer cleaning machines for 40 years and they have been reliable. • User friendly: The 5x5 boom will reduce the amount of labor required to clean catch basins. • The positive displacement unit will give the city the ability to clean the sanitary sewer trunk lines. This is a task that had previously been contracted. • The hydro- excavation unit that is provided by Vactor is the most cost-effective. • The Multi-Flow water system uses less water and can maximize performance. • MacQueen Equipment provides annual Vactor operator training seminars and will train on-site when we determine additional training is required. Recommended Motion: Move to purchase from the State of Minnesota Purchasing Contract the Capital Equipment Replacement for Unit#110: One(1)new 2014 International single-axle 46,000 GVW truck chassis from Astleford International of Minneapolis in the amount of$82,921 and purchase the Vactor 2100 Plus Positive Displacement combination sewer cleaning machine from MacQueen Equipment in the amount of$224,009 plus trade-in for a total price of$306,930 plus sales tax. COUNCIL ACTION: 73 �p ,, �.. 4k I too VACTOR • 1 r A f -r t_ Dimension Specifications 1111P 1;7!_.+w"-1 now 1 111411 •I %I1.!1 - ..now I�)11VI I, • V r11 alm •'S I lww uNin I oull. •IN,.1, mo -`.Vo 1.;. 'n 14 IN- N, 114,1 Iffil NINA x4 xd•,uy Wl•"111- V, 11 IN,Lt.6%Nk Ill J Aildiripool Option, A,ddird Svriire. W'(17.1111, IN, 1• lZIll"I 1"Tigfli j ill,A, lf.f"l,ill run.u.l."n, 1:, N '1 011%lii­� ll•lli a 12 111 wh. I IN ANN, N,M •I aa.,r Immil"mMaid,J,A- o'In 14 1, It 0I III.�IJ41],Ill. P"I 10 IN '�,If-1401. ,11,11.1 41•11,14,•ul 4,b4 O'goll Nil 1,JUNIfl-, I.."and i"I'Al nu N "N, Wom,n Im Ill, I'm," U.4140J.-O '4-m-pt. Your li"ll,I,•( VAMR tl.t Ig hope_ftut urge AT A"W.10 W•1.09 rado wIts.1 winw.MmAltillft Ma.lON FINOWD 75 CITY COUNCIL LETTER Meeting o£ May 13, 2013 AGENDA SECTION: ORIGINATING DEPT.: CITY MANAGER NO: License Department APPROVAL ITEM: License Agenda BY: Shelley Hanson DATE: NO: DATE: April 3, 2013 BY: BACKGROUND/ANALYSIS Attached is the business license agenda for the Mayl3,2013 Council meeting. This agenda consists of applications for Contractor licenses for 2013 and a temporary Liquor License for Immaculate Conception for August. At the top of the license agenda you will notice a phrase stating *Signed Waiver Form Accompanied Application. This means that the data privacy form has been submitted as required. If not submitted, certain information cannot be released to the public. RECOMMENDED MOTION: Move to approve the items as listed on the business license agenda for May 13, 2013 as presented. COUNCIL ACTION: 76 TO CITY COUNCIL May 13, 2013 *Signed Waiver Form Accompanied Application CONTRACTOR'S LICENSES -2013 BLDG *M& S Plumbing LLC 23581 Heather St, St Francis $60 Bill Fignar Plumbing 2844 Johnson St, Mpls $60 *Weld& Sons Plumb 3410 Kilmer Ln, Plymouth $60 *Archer Mechanical LLC 1614 Cliff Rd E, Burnsville $60 Hertz Mechanical 19561 Vernon St, Elk River $60 *Kraft Contracting&Mech 3825 Lake Elmo Ave N. Lk Elmo $60 *Northern Plumbing 7401 Central Ave, Fridley $60 Barr Web Ind Inc 3530 e. 28th St, Mpls $60 Radwan Construction 7386 143"d St Crt,Apple Valley $60 TEMPORARY LIQUOR POL Immaculate Conception Church 4030 Jackson St. $300 For Aug 2-4, 2013 77 CITY OF COLUMBIA HEIGHTS FINANCE DEPARTMENT COUNCIL MEETING OF: May 13, 2013 . STATE OF MINNESOTA COUNTY OF ANOKA CITY OF COLUMBIA HEIGHTS Motion: Move that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has received the list of claims paid covering check number 147654 through 147864 in the amount of$ 737,677.04. These checks have been examined and found to be legal charges against the CITY OF COLUMBIA HEIGHTS, and are herby, recommended for payment. 78 H 0 x FC * * 0 W W W * O H * * o * * w a * * a o o * * U y 000 * * u, H in d+ * * U y (D Ln Haa * * u) HC'J C7 * * Nl0 U * * w C to * * D -H o z a * * H d * * H U * 0000 * u z rd �4 * * Ln m P4 * zzzz O � m * * U rc$ x * zzzz * M 0 �H fn N * * \ d7 u * wwww a * * u) �4 * aaaa * o a * * 14 e * * W 0 * * * * * r�4 o * * H . . . . . . . . . . m rl W o * * u N p P4 o El + O jj q H a * * 41 0 r �, . 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May 13, 2013 AGENDA SECTION: Public Hearing ORIGINATING DEPT.: CITY MANAGER NO: Community Development APPROVAL ITEM: Mobile Food Wagon License- 4205 BY: Scott Clark BY: Central Ave. for Antonio Vidal DATE: May 9, 2013 Background: Over the past several months a number of potential mobile food wagon vendors have discussed with the Community Development Department the possible application for a food catering vehicle license. The subject applicant has become the first to submit his plan to us. Mr. Vidal is proposing an operation at the office building located at 42nd and Central and to operate seven days a week from 9:00 AM to 10:00 PM. Staff does not support the application as requested. The spirit and intent of a mobile food wagon should be to operate within a limited capacity of time and what is proposed is a "temporary permanent facility", from a staff perspective. Last year another vendor operated at the same location and staff did not ask the same questions at the time of licensing( location, hours, etc.)as we are now. What materialized was a facility that operated permanently for the summer and early fall. Since the license expired at the end of 2012, staff did not bring this item back to the Council, but did meet with the building owner and the operator stating that if a new license is applied for in 2013, staff would look at this from a more critical perspective. Staff is of the opinion that if mobile food wagon licenses are issued by the Council, they should be controlled and operated within a limited capacity. Many cities have started to wrestle with the issue of"proper regulation" and the range goes from complete prohibition to highly prescriptive rules. The number of possible permutations, as to what constitutes the right hours, locations, etc. makes this possibly a difficult issue to discuss in order to develop a consensus on how these should be allowed to operate. We do have other interested vendors who are finalizing their plans for submittal in order to operate a mobile food wagon. So the key to any decision is that the rules established for this license should be applied to any future 2013 license to ensure equability. Recommendation: Staff recommends that if the license is granted the following conditions apply: 1) Evidence of insurance per City Ordinance. 2) Evidence of food handling license by either Anoka County or the State of Minnesota Department of Health. 3) Satisfactory background check by the City's Police Department. 4) Meeting any and all requirements of the City's Fire Department. 5) Siting of the truck/wagon shall be approved by the City's Community Development Department to ensure the functionality of the existing parking lot including a proper trash receptacle. 6) License is to operate at 4205 Central Avenue only. 7) Receipt of a letter by the owner of 4205 Central Ave allowing the facility to operate per the conditions established herein. 8) Facility shall be allowed to operate from 10:00 a.m. to 3:00 Monday thru Friday and no evidence of the operation shall be externally stored on the site after the approved hours. Recommended Motion: Move to Approve Food License Application to Antonio Vidal for operation of a mobile food wagon at 4205 Central Avenue North with the eight conditions listed in the staff report dated May 13, 2013. 87 COUNCIL ACTION: 88 EL TACO LOCO 1} Photos- I have attached two photos of the food truck. 2} Hours- Mon thru Sun from 9:00 am to 10:00 pm 3} Location- 4205 Central ave Property Owner Thin 763-221-2462 4} Equipment operates- Propane tank and Generator which are installed at the beginning of operation and removed after operation hours and put in a i safe storage facility. r� 89 r' 1 4 3 t1'i. ��'al�ij 1''� t'r•/� i .,� �'7t j�• l � j I �y y 'ft 'Y� ' >�'"F * �lµt f zige V hyyY? 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WEEKLY GREEN SHEET MEETINGS FOR THE WEEK OF MAY 6,2013 WHO PLACE DATE TIME FRIENDS OF THE LIBRARY LIBRARY BOARD ROOM 5/6 1:00 PM TRAFFIC COMMISSION COUNCIL CHAMBERS 5/6 5:30 PM LIBRARY TASK FORCE COUNCIL CHAMBERS 5/6 6:30 PM EDA MEETING CONFERENCE ROOM 1 5/6 6:30 PM IMMEDIATELY EXECUTIVE SESSION CONFERENCE ROOM 1 5/6 FOLLOWING EDA IMMEDIATELY CITY COUNCIL WORK SESSION CONFERENCE ROOM 1 5/6 FOLLOWING EXECUTIVE SESSION P&Z MEETING COUNCIL CHAMBERS 5/7 7:00 PM PRAYER BREAKFAST MURZYN HALL 5/8 7:00 AM ACTIVITIES REPORTED BY DEPARTMENT LIBRARY The libraries within MELSA (the Metropolitan Library Service Agency) designate four weeks each year to track reference transactions and crossover usage of libraries by non-residents. May 5-11 will be the second MELSA survey week of 2013 and staff will be tallying the total number of reference questions and the origin of the requester. Training of two new employees will continue. Renee will meet with the management team of the Anoka County Libraries on Thursday. The Library Foundation is partnering with Linder's Garden Store and Flower Marts for a fundraiser May 10 -13. When you present a coupon, available at the Library, Linder's will make a donation equal to fifteen percent of your pre-tax purchases to the Library Foundation. This would be a great time if you are planning to purchase Mother's Day flowers, plants for your garden, or gift cards to use later in the summer. You can also make a gift donation to the Library Foundation. The Library's mission is to serve a diverse community's needs for access to resources, information, and technology in a welcoming environment. Samples of questions from the past week include: Christopher Hart's YA manga drawing books Books for preschoolers on death, divorce, blended families, and disabilities Books about cheetahs The Cat in the Hat Books by David Sedans Unforgettable Things to Do Before You Die Books about home repair Norwegian alphabet book Price of Sand, a documentary about frac sand mining in MN and WI, on DVD Books by De'nesha Diamond Exploration of social justice careers Information on well drilling Mafia Summit Resources and infonnation about writing for the young adult market Yes, Chef by Marcus Samuelsson Phone number for an attorney in Bemidji Yanni music CDs Numerous requests for The Great Gatsby in advance of May I 01 movie release POLICE On 05/03/2013, Chief Nadeau, Captain Austin, Sergeant Fischer, and COP Coordinator Terry Nightingale met with members of the Albert Lea Police Department to discuss best practices in community policing. Information about collaboration, community partnerships, and problem oriented and community policing and strategic planning was discussed. Columbia Heights Police Outreach to Youth: The Columbia Heights Police Department Summer Open Gym Program was held on 04/30/2013 at the Hylander Center and Columbia Academy. Thirty-five students attended the Open Gym at the Hylander Center and seventy students attended the Open Gym at Columbia Academy. Significant Police Activity: On 04/26/2013, at 6:30 PM, Officers assigned to the Columbia Heights Police Street Crimes Unit (SCU) executed a narcotics search warrant in the 4600 block of Tyler Street. Paraphernalia and other evidence of drug use were found at the scene. The incident is under investigation by the Columbia Heights Police Department. On 05/01/2013, at 12:01 AM, Officers took a report of a Sexual Assault that occurred in the 4100 block of Monroe Street. The suspect was known to the victim and the incident is under investigation by the Columbia Heights Police Department. FIRE Assistant Chief Larkin and POC firefighter Jeff St. Martin participated in the job fair at the high school. On 04/26/2013, Paid on Call firefighters Jeff St. Martin and Cory Mattson attended the annual Little Voyageur's Spaghetti Dinner with approximately one hundred in attendance. On 4/26/2013, members from the Fire Department attended the funeral of an Anoka firefighter that died recently of an illness. To give the Anoka firefighters time off, many Anoka County fire departments took shifts to staff the Anoka fire station Friday through Saturday morning. Columbia Heights sent an engine and crew to cover from 9:00 PM to midnight. Linda Magee and John Larkin conducted initial interviews of candidates for our open Clerk/Typist position. WEEKLY CALL BREAKDOWN 1 Alarm System Malfunction 2 Assist Government Agency 2 Assist Invalid 1 Back Pain 2 Breathing Problems 1 Brush Fire 2 Chest Pain/Heart 1 Citizen Complaint- garbage house 1 CO Incident 1 CVA/Stroke 2 Diabetic 4 Dispatched/Cancelled En Route 1 DK/ETOH 2 DOA 3 Fall/Fracture 1 Gas Leak/Spill 10 Medical Assist 6 Misc. EMS Call 2 Outside Rubbish Fire 1 Overdose/Suicide Attempt 1 Power Line Down I Seizure 1 Smoke Detector Activation, no fire 1 Smoke Odor 3 Unauthorized Burn 53 TOTAL CALLS 3 General Alarms 2 Company Alarms 48 Still Alarms 96 INSPECTION ACTIVITIES 37 Rental Inspections 1 Abatements 4 SNAP Inspections 54 Misc. RECREATION Seniors Seniors had a hot dog and ice cream sundae social on Tuesday, April 30th while listening to Johnny Cash Impersonator, Loren Wolfe. Seniors watched a midday matinee showing of"Pride and Prejudice" on Friday, May 3'd in the Senior Center. PUBLIC WORKS Engineering On Monday, April 29, Prairie Restoration completed a controlled burn of the native grass areas located around the storm water ponds at Huset Park, Prestemon Park, and the Public Safety Building. The burn was done to promote growth of native plants in the area. The project was very well coordinated and completed in an efficient manner. The City Engineer attended the kick-off meeting for the second Safe Routes to School (SRTS) grant received by ISD 13. The intent of the project is to provide access to bicycles and bicycle education, bike maintenance training for staff, and students and tools for bicycle repair. A fleet of bikes were secured by the school. Engineering Department staff is preparing for the 2013 construction season and performing warranty inspections on work completed in 2012. Seasonal road limit restrictions end Monday, May 6th at midnight. Andrew Hogg attended a meeting, sponsored by BWSR, concerning the Wetland Conservation Act, Public Works Operations The alleys have been swept and the first round of citywide street sweeping is approximately 50% complete. Pothole patching with hot mix will begin next week. Prior to this we have patched with cold mix, around weather events. The Park Department is currently in the process of planting one hundred bare root trees. Some of the trees will be planted in the parks and others on the boulevards. Work continues on the final part of the foundation for the roundabout Heritage monument. The decorative lighting located at the intersection of Huset Parkway and 37th Avenue has been repaired. As you may recall, these fixtures were damaged by vandals late last fall. The new fixtures contain LED lights. There was a clog in the sanitary sewer main near the Argonne Lift Station. Staff is investigating the cause for the clog at this tune. The underground televising unit is currently out of service and the camera had to be sent out for repair. Hydrant flushing has been completed east of Central Avenue. Flushing operations are currently in progress in the northwest quadrant of the city. COMMUNITY DEVELOPMENT As a reminder, there is an EDA meeting on Monday May 6th at 6:30 PM in Conference Room 1. The Planning and Zoning Commission meeting is on Tuesday May 7th at 7:00 PM in the Council Chambers. There is one item on the agenda: CUP for a school within First Lutheran Church. The Disposition application has been submitted to HUD for the sale of Parkview Villa and is currently under review. Scott Clark attended an apartment and condominium seminar, sponsored by the Real Estate Journal, on Wednesday May 1St. The attached article is from the May 2°a Star Tribune coverage of the seminar. Click Here to view. The Cottages at Grandview (47 1h and Central) have filed for final plat and have applied for a building permit for construction of the first house. Unique Thrift has submitted a building permit to expand their store into the adjacent empty space (formerly Frattalone's Hardware) and create a drop off space for donations with a designated drive lane. ADMINISTRATION CALLING ALL CHHS ALUMNI........ The CHHS Alumni are having a fundraiser for the Heritage Tower Project at Tasty Pizza on Saturday, May 18th from Noon to 8:00 PM. There will be music and entertainment by Heights alumni musician Scott Lawrence and Lazy Panda, along with a bean bag toss tournament for persons 18 years and older for a chance at a vacation package to Hawaii or Mexico!! There will be a challenge among the alumni to see which class can raise the most money for the Heritage Tower. The winning class will receive a uniquely colored brick engraved with their class year. Come join your fellow classmates for a day of socializing, food, music and fun!! Linda Magee, Assistant to City Manager/HR Director 1 StarTnabune Twin Cities rental demand still strong despite new apartments ;to Article by:Jim Buchta Star Tribune May 2,2013-5:23 AM w Hundreds of new apartments in the Twin Cities have yet to put a , dent in the demand for rentals. The vacancy rate in the metro area continued to slide in the first quarter,falling slightly to 2.6 percent,according to Marquette l � Advisors.The dip in vacancies comes despite the addition of 620 Third North Apartments in Minneapolis is one of the new new apartments—mostly in Minneapolis'trendiest neighborhoods apartment buildings under construction. --and rents that have steadily crept higher in the Twin Cities. Richard Sennott•rsennott @startribune.com, Developers and real estate experts say the robust demand for apartments is happening as the economy improves and job prospects look more promising for area workers who like the convenience that apartment living brings. Brent Wittenberg,vice president of Marquette Advisors, noted that 7,100 jobs were added In the Twin Cities during the first three months of the year, following the addition of 33,000 jobs last year. I "Job growth is the key,"Wittenberg said. With 76,000 jobs added since December 2010,the region is just 7,000 jobs shy of prerecession employment levels, according to the Minnesota Department of Employment and Economic Development.And with the wave of new jobs also comes a growing appetite among Twin Cities residents to be closer to work and city life.While homes sales have also taken off,there are plenty of renters by choice, ranging from young professionals to empty-nesters who like being near shopping, public transit and other amenities. Real estate experts also point out that many people remain cautious about buying. "They still don't really know where prices will go, and people just want to maintain more mobility,"said Mary Bujoid of Maxfield Research, Brent Webb,managing director of leasing for Greco Real Estate Development, said 50 to 60 percent of new renters at a handful of newly opened buildings downtown are new to the Twin Cities. i "That shows that companies are hiring,"said Webb,who spoke at a housing conference in Golden Valley on Wednesday morning, Webb and other downtown experts,including Joe Grunnet of the Downtown Resource Group and Cindy Froid of Keller Williams,say the rental market is also getting a boost from a shortage of for-sale condominiums.in downtown,there is less than a three-month supply of condos on the market and only one new condo project under construction.That's a stark contrast to last year when"we were all crying in our Cheerlos,"said Froid,referring to concerns about the health of the market."The pendulum has swung so far and virtually overnight." But today there is growing concern that the apartment market is facing a bubble. At the end of April,there were 2,055 apartments under construction in downtown alone with another 1,500 that have been approved.Most of them are in the central business district and in the North Loop neighborhood. In downtown Minneapolis,there's evidence the building boom is starting to make a dent in the market, The average vacancy rate went from 1.9 in the first quarter of 2012 to 2.2 percent in the first quarter of 2013.While the market is still far from the double-digit vacancy rates before the housing crash,experts agree the market could end up with too much supply.The big test will be what happens when three large apartment towers and several low-rise projects with several hundred high-end units become available next year. 3 "There's so much new product being brought into the market,"said Lisa Moe,president and CEO of StuartCo."I'm putting on € my seat belt for 2014." Jim Buchta-612-673-7376 0 2011 Star Tribune t f t f I 3 t